Principles Of Business Correspondence 77152

Principles of Business Correspondence Prepared by: Ma. Anna Corina G. Kagaoan Instructor College of Arts and Sciences

Principles of Business Correspondence: • Business writing is clear. It uses simple words, short sentences and paragraphs that are easy to understand. Words used are direct to the point. • Business writing is formal. It is written in standard formal English. It refrains from using abbreviations. • Business writing is objective. It conveys its message in a detached, impartial point of view. You don’t express your personal feelings and opinions, you’re just presenting the intended message. • Business writing is factual and accurate. It gives only facts pertinent to the message of the letter. • Business writing is contemporary. It is in a conversational tone.

10 Cs of Effective Business Letters: I. CLEARNESS - immediate understanding of the letter’s message. Ways to achieve clearness : a.) think first then write – you must think beforehand and figure out why you are writing and to whom you are writing. b.) use simple familiar expressions – since your aim is to inform your readers, you should use simple words like: Instead of… Use… feasible possible procure get utilize use viable workable

10 Cs of Effective Business Letters: c.) omit wordiness – avoid using unnecessary words that do not contribute to the clearness of message. Wordy

Clear

according to the law

legally

affixed his signature

signed

a great length of time

long

aimed at

for

a large number of

many

attached hereto

attached

for the purpose of

for

10 Cs of Effective Business Letters: d.) avoid jargon – use words that are understood by the average readers that will not confused them. Jargon is the technical vocabulary developed within a profession like amortization, balance sheet, litigation, injunction, etc. e.) keep your sentences and paragraphs short f.) use the active voice – subject–verb–object The President ordered the NAPOCOR officials to end the long brownouts. (ACTIVE) The NAPOCOR officials were ordered by the President to end the long brownouts. (IVE)

10 Cs of Effective Business Letters: II. CONCISENESS – brief but complete in its idea. Ways to achieve conciseness: a.) eliminate unnecessary words (We wish to inform you that) we have already shipped your order for two (2) dozens of Soen blouses. We (wish to) apologize for the delay of your shipment. b.) avoid redundancy or repetition of words with the same idea Please file (away) this letter. Let us prolong (the deviation of) this meeting. (Absolutely) Perfect By (Means) Big (In size) at 7 p.m. (in the evening)

10 Cs of Effective Business Letters: c.) economize on adjectives – don’t use too much adjectives The bombastic, graft buster, religious, faithful Ms. Santiago is having a sumptuous meal with friends and er, nibbling succulent, crisp-coated, fresh, delicious “inihaw na bangus.” BETTER : The graft buster Ms. Santiago is having a sumptuous meal of “inihaw a bangus” with her ers. III. CONCRETENESS – use definite words rather than general words. Abstract & general: We sell the best fabric. His mother has a serious disease. Concrete and specific: We sell yards of Vonnel that are soft, warm and inexpensive. His mother has brain cancer.

Euphemistic

Concrete

cardiovascular accident custodial engineer departed disadvantaged relieve from job senior citizen mentally challenged

stroke janitor dead poor fire old people retarded

Sexist language stewardess mankind newsman chairman coed repairman

Preferred flight attendant humanity reporter chairperson, chair student service technician

10 Cs of Effective Business Letters: IV. COURTESY – use positive expressions Use… instead of… can cannot do do not success failure fortunately unfortunately :::::::::::::::::: avoid :::::::::::::::: impossible unfortunately doubtful worried failure wrong Negative Our office is closed after 4 p.m. We are sorry to reject your application…. Positive Our office is open until 4 p.m. We appreciate your application…..

10 Cs of Effective Business Letters: V. CONSIDERATION – seeing every transaction of your reader’s point of view rather than your own point of view. You must have the “YOU ATTITUDE” which means you must think and write in of your readers and must be motivated by what your readers want and need. VI. CONSISTENCY – has unity of ideas and purpose. Its parts are parallel and there are no unnecessary shifts in tense, subject, number, person. VII. COHERENCE – quality of words to stick together to present a single idea and to ensure a smooth flow of thought. There should be logical organization of ideas, correct order of modifiers, correct use of transitional elements and parallel ideas.

10 Cs of Effective Business Letters: Ways to achieve coherence: a.) choose the pattern on logical organization i.) deductive – generalization going to the details. ii.) inductive – details to the generalization. b.) correct order of modifiers (adjective and adverbs) WRONG : In answering the telephone, politeness should be observed. While reading a novel, a visitor came. RIGHT : In answering the telephone, you should be polite. While I was reading a novel, a visitor came.

10 Cs of Effective Business Letters: Connectives : Addition

Attitude

Contrast

Cause and Effect

also too furthermore moreover

fortunately naturally in a sense

but thus however therefore nevertheless consequently yet despite on the other hand

Gen. to Specific

Reason Reference Summary

in fact especially for instance for example

because since as

Time

the former in summary then the latter to sum up now the following in conclusion next first

10 Cs of Effective Business Letters: VIII. CHARACTER – refers to the personality of the writer as reflected in his writings. To achieve character in your letter, be original in your letter, in your style, use fresh, everyday expressions and use the personal pronouns. Stereotyped Modern Kindly advise.. Your favor on June 12.. I have to honor to inform you… This will acknowledge your recent letter..

Please let us know.. Your letter of June 12.. I am pleased to inform you… Thank you for your recent letter…

Ways to achieve character : a.) use personal pronouns – use I, you, or we rather than the undersigned, or the writer. b.) make it personal/conversational Use… Instead of… We are replying to… This is in reply to…

10 Cs of Effective Business Letters: IX. COMPLETENESS – provide complete information to save time, money and effort. a.) prepare all needed information b.) know the purpose of writing the letter c.) plan the letter to answer all questions of the reader d.) check letter form important details e.) aim for the desired response X. CORRECTNESS – it should be presentable in appearance (neatness, correct margin, spacing, balanced typing and color). – contents are free from typographical errors, errors in word selection, in dates and figures, capitalization, punctuation marks. – it should stimulate your reader’s desire to read.

Five Steps for Effective Business Writing:     

Determine your writing purpose Know your reader Outline/organize your message Write the first draft Edit your letter according to: • Content and lay-out • Grammar • Clarity • Conciseness • Style