Business Correspondence

BUSINESS CORRESPONDENCE
by: Christopher Lord T. Tulauan CSU, College of Education September 12, 2010
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Objective: To be familiarized with the conventional forms of business correspondence and provide a practical application of effective communication
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THE BUSINESS LETTER
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PLANNING FOR APPEAREANCE
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Elements that contribute to an attractive letter appearance:

1. a picture frame layout, 2. balance of paragraphs, and 3. effective use of white space
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MECHANICAL MAKE-UP
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Parts:
1. 2. 3. 4. 5. heading inside address salutation complimentary close signature
Note: Some parts may vary in some way according to the preferences of the organization.
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General Layout
standard business letter sheet 81/2 X 11 inches side and bottom margin at least 1 inch body of the letter single spaced between paragraphs double spaced
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Indented Style indention of paragraphs five or ten spaces
Block Style indention of paragraphs set flush with the margin

Note: No punctuation appears after the lines of the heading and inside address, except for a period to mark anFree Powerpoint Templates abbreviation. Page 9
Full Block aligns all parts of the letter on the left margin
Note: This style speeds up typing but it makes the letter lopsided.
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The Placement of Letter Parts
adapted from: Business Communications by William C. Himstreet and Wayne Marlin Baty
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Heading
Function: to indicate the return address for the message
If a letter sheet has a letterhead, the heading consists only of the date, with the name of the month spelled out
Date placed at least three spaces below the letterhead, either centered underneath it or a little farther to the right but not extending beyond the right-hand margin
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Inside Address
If the letterhead paper is not used, the heading consists of the sender's mailing address and the date. Contains: 1. name and title of the address 2. the company name 3. the street address 4. the city and and state (where Free Powerpoint Templates applicable) Page 13
2 points to remember about addresses: 1. Always use at least three lines in the addresses. 2. Use the same information given in the inside address on the envelope.
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Attention Line
It is typed one double space below the inside address. On the envelope, it is typed in the lower left-hand corner.
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The following styles are acceptable:

Archi-Line, Incorporated Unit B, Facilities Centre Building 584 Shaw Boulevard Mandaluyong City
Attention: Mr. Encinas or: Attention of Mr. Encinas or: Attention: Mr. Mark Encinas Free Powerpoint Templates
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Salutation
It is a form of common courtesy extended in bussiness, it chould be two spaces below the inside address or the attention line if one is used. The degree of formality of the salutation depends on how well the writer knows the occasion.
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Subject Line
It tells the reader what it is all about. In international memos and reports, it is considered an essential part of the communication but is notapppropriate in all letters.
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Body
It carries the message of the letter. All the words between the salutation or subject line and complimentary close make up the body of the letter.
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Complimentary Close
It is placed two places below the last line of the text and halfwat to the right or directly in line with the date. The most common closes are: Sincerely Sincerely yours Cordially Cordially yours Respectfully Respectfully yours
Very truly yours
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Signature Block
It identifies the writer and his company. In the case of a letterhead sheet, the name of the company since it is already identified in the letterhead.
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Leave 3-5 lines between the names of the company and the typed name of the writer or between the complimentary close and the typed name if the name of the company is omitted to provide space for the writer's signature.
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Identification Symbols
To indicate the sender of the letter and the stenographer, initial symbols are placed with the left margin on the line even with, or one or two lines below, the last line of the signature block.
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Enclosure References
Two spaces below the identification symbols, indicate any enclosures which accompany the letter. You may abbreviate the word enclosure, but preferably, write out the complete word.
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Envelope Address
The envelope address is the same as the inside address but with the inclusion of a ZIP code
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Postscript
The familiar P.S. notation serves a definite purpose in business letters. It is used to emphasize a certain point. However, do not use it to include something you forgot to say in the body of your letter.
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CHARACTERISTICS OF SUCCESSFUL BUSINESS LETTERS
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What is a business letter?
It is a message in writing addressed to someone for a specific business purpose.
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The purposeful composition of a letter involves these distinct steps: determining your purpose considering your reader gathering the facts organizing your ideas and facts 5. writing the letter (including revising and polishing)
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1. 2. 3. 4.
The letter opening serves this purpose: 1. It introduces about the subject of the letter. 2. It sets a tone of courtesy and friendliness. 3. If appropriate, it connects the letter to a previous correspondence by referring to the date or subject of that correspondence. Templates Free Powerpoint
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The close of the letter, usually the last sentence or paragraph, serves one or more of these purposes: 1. It tells the reader what to do. 2. It tells what the writer will do. 3. It builds goodwill.
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THE MEMORANDUM
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What is a memorandum?
It is used for interoffice communications. Every business has its own particular style for memos, but the pointers that follow can apply to most situations.
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MEMO
TO FROM DATE : The name of the recepient, including the person's name, title and or department : Your name, title,department : The date you send the memo
SUBJECT
: The subject of the memo
Start with your purpose in writing the memo. Give relevant details or what the recepient want to know. Close with the action the recipient must take. Thank the recipient and offer to answer any questions. AYM:el
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Business Correspondence

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Business Correspondence

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BUSINESS CORRESPONDENCE

THE BUSINESS LETTER

Free Powerpoint Templates

PLANNING FOR APPEAREANCE

Free Powerpoint Templates

Elements that contribute to an attractive letter appearance:

Free Powerpoint Templates

Indented Style indention of paragraphs five or ten spaces

Block Style indention of paragraphs set flush with the margin

Free Powerpoint Templates

The Placement of Letter Parts

Free Powerpoint Templates

Free Powerpoint Templates

The following styles are acceptable:

Free Powerpoint Templates

Free Powerpoint Templates

Free Powerpoint Templates

Free Powerpoint Templates

Free Powerpoint Templates

Free Powerpoint Templates

CHARACTERISTICS OF SUCCESSFUL BUSINESS LETTERS

Free Powerpoint Templates

What is a business letter?

It is a message in writing addressed to someone for a specific business purpose.

Free Powerpoint Templates

Free Powerpoint Templates

Free Powerpoint Templates

Free Powerpoint Templates

: The subject of the memo

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