This document provides an overview of Module 2 which covers writing and formatting business correspondence. The module aims to help learners master the general and special parts of business letters, write commonly used letters, and prepare business reports. It discusses the reasons for and types of written business communication, and provides details on the formatting and structure of business letters, memorandums, and reports. Key topics include the parts of a business letter, formats, types of letters like application and reference letters, and principles of effective business correspondence.
1. The document discusses various types of business writing including business letters, emails, and the flow of communication in organizations. It describes downward, upward, lateral, diagonal and external communication.
2. Business letters include components like the heading, inside address, salutation, subject line, body, complementary close, enclosures and copies. Common types of business letters are cover letters, recommendation letters, acceptance/rejection letters, resignation letters, and order letters.
3. The document provides guidance on writing effective emails for business including following email policies, using informative subjects, and proofreading. It also discusses mistakes to avoid in business emails.
This document provides information about various types of business communication, including written communication, business letters, memorandums, and business meetings. It discusses the key elements of business letters such as the letterhead, date, recipient's address, greeting, body, closing, enclosures, and other elements. It describes different types of business letters like application letters, letters of inquiry, sales letters, and transmittal letters. It also covers topics like writing memorandums, taking minutes during business meetings, skills for chairing meetings, and components of typical meetings like opening formalities, agenda, and closing. The document is a chapter on business communication that aims to outline best practices for written and in-person interactions in professional settings.
This document provides guidance on writing various types of business letters and communications. It discusses the components and structure of business letters, memorandums, and other written correspondence. Tips are provided for different stages of writing, including pre-writing steps, opening paragraphs, closing thoughts, and handling special correspondence like orders, inquiries, and adjustments. The document also covers form letters, personal communications, and invitations.
The document discusses various types of professional correspondence and resumes. It provides information on the basic and optional parts of a business letter as well as different letter formats and punctuation styles. It also discusses targeted resumes and how to prepare, choose a course of study, and find the right school for college admission applications. Finally, it covers application letters, including kinds of application letters and blind advertisements.
Business writing is used in professional settings and takes various forms like emails, memos, reports, and letters. Effective business writing is clear, accurate, simple, polite, and well-structured. There are four main types of business writing: instructional writing provides directions, informational writing shares information, persuasive writing aims to influence decisions, and transactional writing facilitates daily workplace communication like emails and letters. Good business writing follows principles like clarity, accuracy, simplicity, and courtesy.
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The document discusses various aspects of written communication in business, including its purposes, benefits, types, and best practices. Written communication has several advantages over oral communication, such as serving as a record, allowing more detailed messages, and giving the receiver time to understand. However, it also has disadvantages like being time-consuming and not allowing for immediate feedback. Effective business writing is clear, complete, correct, saves the reader's time, and builds goodwill. Proper planning, drafting, editing, and amending are important for strong written skills.
1. The document discusses various types of business writing including business letters, emails, and the flow of communication in organizations. It describes downward, upward, lateral, diagonal and external communication.
2. Business letters include components like the heading, inside address, salutation, subject line, body, complementary close, enclosures and copies. Common types of business letters are cover letters, recommendation letters, acceptance/rejection letters, resignation letters, and order letters.
3. The document provides guidance on writing effective emails for business including following email policies, using informative subjects, and proofreading. It also discusses mistakes to avoid in business emails.
This document provides information about various types of business communication, including written communication, business letters, memorandums, and business meetings. It discusses the key elements of business letters such as the letterhead, date, recipient's address, greeting, body, closing, enclosures, and other elements. It describes different types of business letters like application letters, letters of inquiry, sales letters, and transmittal letters. It also covers topics like writing memorandums, taking minutes during business meetings, skills for chairing meetings, and components of typical meetings like opening formalities, agenda, and closing. The document is a chapter on business communication that aims to outline best practices for written and in-person interactions in professional settings.
This document provides guidance on writing various types of business letters and communications. It discusses the components and structure of business letters, memorandums, and other written correspondence. Tips are provided for different stages of writing, including pre-writing steps, opening paragraphs, closing thoughts, and handling special correspondence like orders, inquiries, and adjustments. The document also covers form letters, personal communications, and invitations.
The document discusses various types of professional correspondence and resumes. It provides information on the basic and optional parts of a business letter as well as different letter formats and punctuation styles. It also discusses targeted resumes and how to prepare, choose a course of study, and find the right school for college admission applications. Finally, it covers application letters, including kinds of application letters and blind advertisements.
Business writing is used in professional settings and takes various forms like emails, memos, reports, and letters. Effective business writing is clear, accurate, simple, polite, and well-structured. There are four main types of business writing: instructional writing provides directions, informational writing shares information, persuasive writing aims to influence decisions, and transactional writing facilitates daily workplace communication like emails and letters. Good business writing follows principles like clarity, accuracy, simplicity, and courtesy.
Dear students get fully solved assignments
Send your semester & Specialization name to our mail id :
help.mbaassignments@gmail.com
or
call us at : 08263069601
The document discusses various aspects of written communication in business, including its purposes, benefits, types, and best practices. Written communication has several advantages over oral communication, such as serving as a record, allowing more detailed messages, and giving the receiver time to understand. However, it also has disadvantages like being time-consuming and not allowing for immediate feedback. Effective business writing is clear, complete, correct, saves the reader's time, and builds goodwill. Proper planning, drafting, editing, and amending are important for strong written skills.
This document discusses resumes and their purpose and format. It defines a resume as a persuasive summary of one's qualifications for employment. There are two main types of resumes: print resumes, designed for human reading, and scannable resumes, designed to be read by computers. The document outlines four common resume formats - chronological, functional, targeted, and combination - and describes the key features and examples of each. Organization, succinctness, comprehensiveness, and design are identified as important features of an effective resume.
The document provides tips for writing an effective resume, including carefully preparing the content, paying attention to detail, and highlighting accomplishments. It discusses the main elements a resume should contain, such as contact information, an objective statement, a skills profile, work experience describing achievements and responsibilities, education credentials, and any affiliations or awards. The document also addresses common misperceptions, such as that resumes are easy to write or don't need regular updates tailored to new opportunities.
This document provides guidance on writing an effective job application letter or curriculum vitae (CV). It recommends including personal details, educational qualifications, work experience, and references. The letter should highlight qualifications, skills, and achievements that are relevant for the specific job. It should have a clear format with 3 paragraphs addressing why you are applying, why you are qualified, and next steps. The goal is to concisely demonstrate why you should be interviewed for the position.
Business Correspondence Types of Business Correspondence Letter - Business Le...LambangErwanto
This document discusses various types of business correspondence. It defines business correspondence as the exchange of information in writing between organizations or individuals for business purposes. The major types discussed are business letters, memos, faxes, and emails. Business letters are the most formal and are addressed to specific recipients. Memos are for internal communication. The document also outlines 10 common types of business letters, including sales, orders, complaints, adjustments, inquiries, and resignation letters.
This document provides guidance on various types of business letters. It discusses the purpose and key components of sales letters, claim letters, adjustment letters, collection letters, enquiry letters, quotation letters, and job application letters. For each letter type, the document outlines the main purpose and recommends elements to include, such as getting the reader's attention in a sales letter or clearly explaining the issue in a claim letter. The document also reviews the typical sections of a business letter, such as the heading, date line, salutation, body, complimentary closing, and signature.
The document provides guidance on writing effective business communications. It discusses the importance of considering your audience and having a clear, focused message. It also covers how to craft positive, negative, and persuasive messages. Additionally, it outlines the three-part writing process of planning, writing, and revising business messages and how to properly format documents using word processing software like Microsoft Word and Google Docs.
Business communication module 2 - Kerala UniversityNijaz N
Unit II Written communication, Principles of effective writing; business letters - types, layout,
Application letter - resume - references; Appointment orders. Letter of resignation;
Business enquiries - offers and quotations, Order - execution and cancellation of
orders; Letters of complaint; Case Analysis.
The purpose of this guide is to brief the reader about business writing. By the end of this guide, the reader should be able to write a business report/letter, an email, a memo, a complaint, an apology, and professionally delivering negative and positive messages. Subsequent sections will guide the reader through the journey of what to do and what to avoid when writing a professional message regardless of its type.
This document provides information on various types of business communication including correspondence, memorandums, office orders, office circulars, agendas, minutes, and meeting layouts. It defines correspondence as communication in writing between parties on matters of personal, official, or business interest. Memorandums are used for internal communication within an organization. Office orders and circulars provide instructions and circulate information to employees. Agendas structure meetings by listing discussion topics, and minutes serve as the formal record of meetings including discussions, decisions, and action items.
Business writing skills document provides guidance on effective business communication. It discusses the key aspects of business communication including understanding the purpose, considering the audience, and building an appropriate structure. The document recommends the STAR format for written communication - analyzing the purpose, considering the audience, building the structure with salutation, content and closing, and focusing on appropriate detail and design with formatting, punctuation and paragraphing. It emphasizes executing communication with confidence by ensuring the purpose and information is clear for the reader and the writing is well-organized, concise and pleasant in tone.
Business writing skills document provides guidance on effective business communication. It discusses the key aspects of business communication including understanding the purpose, considering the audience, and building an appropriate structure. The document recommends the STAR format for written communication - analyzing the purpose, considering the audience, building the structure with salutation, content, and closing, and employing effective design with formatting, punctuation and paragraphing. It emphasizes executing communication with confidence by avoiding mistakes and ensuring the reader's needs are met.
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The document provides an overview of business communication skills, including defining business communication, discussing different types of communication (verbal, written, non-verbal), and outlining the STAR format for effective written communication. It describes the essential elements of business communication like analyzing the purpose, considering the audience, structuring the content, using proper formatting and design, and executing the communication with confidence. Tips are also provided for smart communication and communicating across cultures.
The document provides an overview of business communication skills, including defining business communication, discussing different types of communication (verbal, written, non-verbal), and outlining the STAR format for effective written communication. It describes the essential elements of business communication like analyzing the purpose, considering the audience, structuring the content, using proper formatting and design, and executing the communication with confidence. Tips are also provided for smart communication and communicating across cultures.
Business correspondence refers to communication through the exchange of letters in a business context. It helps maintain proper relationships between businesses and customers who are scattered in different locations. Business letters are an inexpensive and convenient way to provide and obtain business information. They can also help create and maintain goodwill, as well as serve as evidence in case of disputes. The essential qualities of a good business letter include simplicity, clarity, accuracy, completeness, relevance, courtesy, and neatness both in terms of language and appearance. Common types of business letters are enquiry letters, quotation letters, order letters, complaint letters, and recovery letters.
Business correspondence refers to communication through the exchange of letters in a business context. It helps maintain proper relationships between businesses and customers, provides an inexpensive and convenient way to exchange information, and can help create and maintain goodwill.
A good business letter has inner qualities like simplicity, clarity, accuracy, completeness, relevance, and courtesy. It also has outer qualities like using quality paper, an appropriate size and color, and proper folding and enclosure.
Common types of business letters include enquiry letters, quotation letters, order letters, complaint letters, and recovery letters. Each type serves a distinct purpose in business transactions and communications.
This document discusses different types of business letters. It describes business letters as letters between companies or organizations and their customers or clients. There are various types of business letters, including order letters, adjustment letters, complaint letters, letters of recommendation, and letters of resignation. The document also outlines the typical components of a business letter, including the letterhead, return address, dateline, letter address, salutation, body, complimentary close, signature, keyed name, and typist initials. Finally, it provides an example of a block format business letter.
The document describes the standard parts of a letter, including the heading, recipient's address, salutation, body, complimentary close, signature line, and enclosures. It then provides details on what should be included in each part, such as the return address, date, and optional contact information in the heading. The body should contain the main message, introduction, details, and a call to action. The document also outlines the formats for writing a letter, such as block and modified block styles.
The document provides guidance on writing an effective complaint letter. It defines personal and professional complaint letters and provides examples of topics that may warrant a complaint. The key aspects of a complaint letter include following a standard format with sender/receiver addresses, date, salutation, subject, body, and complimentary close. The body should introduce the issue, state the problem and requested resolution, and provide contact details. Polite language and specific, factual details are emphasized. Formatting tips like underlining and spacing are also included to maximize the impact and clarity of the complaint.
The document discusses writing basics such as cover letters, emails, and thank you notes. It provides guidance on the key elements of an effective cover letter, including demonstrating your interest and qualifications for a position. The document also reviews email etiquette and emphasizes sending thank you notes after interviews or meetings to express appreciation to employers.
Temple of Asclepius in Thrace. Excavation resultsKrassimira Luka
The temple and the sanctuary around were dedicated to Asklepios Zmidrenus. This name has been known since 1875 when an inscription dedicated to him was discovered in Rome. The inscription is dated in 227 AD and was left by soldiers originating from the city of Philippopolis (modern Plovdiv).
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This document discusses resumes and their purpose and format. It defines a resume as a persuasive summary of one's qualifications for employment. There are two main types of resumes: print resumes, designed for human reading, and scannable resumes, designed to be read by computers. The document outlines four common resume formats - chronological, functional, targeted, and combination - and describes the key features and examples of each. Organization, succinctness, comprehensiveness, and design are identified as important features of an effective resume.
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This document provides guidance on writing an effective job application letter or curriculum vitae (CV). It recommends including personal details, educational qualifications, work experience, and references. The letter should highlight qualifications, skills, and achievements that are relevant for the specific job. It should have a clear format with 3 paragraphs addressing why you are applying, why you are qualified, and next steps. The goal is to concisely demonstrate why you should be interviewed for the position.
Business Correspondence Types of Business Correspondence Letter - Business Le...LambangErwanto
This document discusses various types of business correspondence. It defines business correspondence as the exchange of information in writing between organizations or individuals for business purposes. The major types discussed are business letters, memos, faxes, and emails. Business letters are the most formal and are addressed to specific recipients. Memos are for internal communication. The document also outlines 10 common types of business letters, including sales, orders, complaints, adjustments, inquiries, and resignation letters.
This document provides guidance on various types of business letters. It discusses the purpose and key components of sales letters, claim letters, adjustment letters, collection letters, enquiry letters, quotation letters, and job application letters. For each letter type, the document outlines the main purpose and recommends elements to include, such as getting the reader's attention in a sales letter or clearly explaining the issue in a claim letter. The document also reviews the typical sections of a business letter, such as the heading, date line, salutation, body, complimentary closing, and signature.
The document provides guidance on writing effective business communications. It discusses the importance of considering your audience and having a clear, focused message. It also covers how to craft positive, negative, and persuasive messages. Additionally, it outlines the three-part writing process of planning, writing, and revising business messages and how to properly format documents using word processing software like Microsoft Word and Google Docs.
Business communication module 2 - Kerala UniversityNijaz N
Unit II Written communication, Principles of effective writing; business letters - types, layout,
Application letter - resume - references; Appointment orders. Letter of resignation;
Business enquiries - offers and quotations, Order - execution and cancellation of
orders; Letters of complaint; Case Analysis.
The purpose of this guide is to brief the reader about business writing. By the end of this guide, the reader should be able to write a business report/letter, an email, a memo, a complaint, an apology, and professionally delivering negative and positive messages. Subsequent sections will guide the reader through the journey of what to do and what to avoid when writing a professional message regardless of its type.
This document provides information on various types of business communication including correspondence, memorandums, office orders, office circulars, agendas, minutes, and meeting layouts. It defines correspondence as communication in writing between parties on matters of personal, official, or business interest. Memorandums are used for internal communication within an organization. Office orders and circulars provide instructions and circulate information to employees. Agendas structure meetings by listing discussion topics, and minutes serve as the formal record of meetings including discussions, decisions, and action items.
Business writing skills document provides guidance on effective business communication. It discusses the key aspects of business communication including understanding the purpose, considering the audience, and building an appropriate structure. The document recommends the STAR format for written communication - analyzing the purpose, considering the audience, building the structure with salutation, content and closing, and focusing on appropriate detail and design with formatting, punctuation and paragraphing. It emphasizes executing communication with confidence by ensuring the purpose and information is clear for the reader and the writing is well-organized, concise and pleasant in tone.
Business writing skills document provides guidance on effective business communication. It discusses the key aspects of business communication including understanding the purpose, considering the audience, and building an appropriate structure. The document recommends the STAR format for written communication - analyzing the purpose, considering the audience, building the structure with salutation, content, and closing, and employing effective design with formatting, punctuation and paragraphing. It emphasizes executing communication with confidence by avoiding mistakes and ensuring the reader's needs are met.
FellowBuddy.com is an innovative platform that brings students together to share notes, exam papers, study guides, project reports and presentation for upcoming exams.
We connect Students who have an understanding of course material with Students who need help.
Benefits:-
# Students can catch up on notes they missed because of an absence.
# Underachievers can find peer developed notes that break down lecture and study material in a way that they can understand
# Students can earn better grades, save time and study effectively
Our Vision & Mission – Simplifying Students Life
Our Belief – “The great breakthrough in your life comes when you realize it, that you can learn anything you need to learn; to accomplish any goal that you have set for yourself. This means there are no limits on what you can be, have or do.”
Like Us - https://www.facebook.com/FellowBuddycom
The document provides an overview of business communication skills, including defining business communication, discussing different types of communication (verbal, written, non-verbal), and outlining the STAR format for effective written communication. It describes the essential elements of business communication like analyzing the purpose, considering the audience, structuring the content, using proper formatting and design, and executing the communication with confidence. Tips are also provided for smart communication and communicating across cultures.
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Business correspondence refers to communication through the exchange of letters in a business context. It helps maintain proper relationships between businesses and customers who are scattered in different locations. Business letters are an inexpensive and convenient way to provide and obtain business information. They can also help create and maintain goodwill, as well as serve as evidence in case of disputes. The essential qualities of a good business letter include simplicity, clarity, accuracy, completeness, relevance, courtesy, and neatness both in terms of language and appearance. Common types of business letters are enquiry letters, quotation letters, order letters, complaint letters, and recovery letters.
Business correspondence refers to communication through the exchange of letters in a business context. It helps maintain proper relationships between businesses and customers, provides an inexpensive and convenient way to exchange information, and can help create and maintain goodwill.
A good business letter has inner qualities like simplicity, clarity, accuracy, completeness, relevance, and courtesy. It also has outer qualities like using quality paper, an appropriate size and color, and proper folding and enclosure.
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Chapter wise All Notes of First year Basic Civil Engineering
Syllabus
Chapter-1
Introduction to objective, scope and outcome the subject
Chapter 2
Introduction: Scope and Specialization of Civil Engineering, Role of civil Engineer in Society, Impact of infrastructural development on economy of country.
Chapter 3
Surveying: Object Principles & Types of Surveying; Site Plans, Plans & Maps; Scales & Unit of different Measurements.
Linear Measurements: Instruments used. Linear Measurement by Tape, Ranging out Survey Lines and overcoming Obstructions; Measurements on sloping ground; Tape corrections, conventional symbols. Angular Measurements: Instruments used; Introduction to Compass Surveying, Bearings and Longitude & Latitude of a Line, Introduction to total station.
Levelling: Instrument used Object of levelling, Methods of levelling in brief, and Contour maps.
Chapter 4
Buildings: Selection of site for Buildings, Layout of Building Plan, Types of buildings, Plinth area, carpet area, floor space index, Introduction to building byelaws, concept of sun light & ventilation. Components of Buildings & their functions, Basic concept of R.C.C., Introduction to types of foundation
Chapter 5
Transportation: Introduction to Transportation Engineering; Traffic and Road Safety: Types and Characteristics of Various Modes of Transportation; Various Road Traffic Signs, Causes of Accidents and Road Safety Measures.
Chapter 6
Environmental Engineering: Environmental Pollution, Environmental Acts and Regulations, Functional Concepts of Ecology, Basics of Species, Biodiversity, Ecosystem, Hydrological Cycle; Chemical Cycles: Carbon, Nitrogen & Phosphorus; Energy Flow in Ecosystems.
Water Pollution: Water Quality standards, Introduction to Treatment & Disposal of Waste Water. Reuse and Saving of Water, Rain Water Harvesting. Solid Waste Management: Classification of Solid Waste, Collection, Transportation and Disposal of Solid. Recycling of Solid Waste: Energy Recovery, Sanitary Landfill, On-Site Sanitation. Air & Noise Pollution: Primary and Secondary air pollutants, Harmful effects of Air Pollution, Control of Air Pollution. . Noise Pollution Harmful Effects of noise pollution, control of noise pollution, Global warming & Climate Change, Ozone depletion, Greenhouse effect
Text Books:
1. Palancharmy, Basic Civil Engineering, McGraw Hill publishers.
2. Satheesh Gopi, Basic Civil Engineering, Pearson Publishers.
3. Ketki Rangwala Dalal, Essentials of Civil Engineering, Charotar Publishing House.
4. BCP, Surveying volume 1
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1. BUSINESS COMMUNICATION 1
Prepared by:
Dr. Josephine D. Rupert
Dr. Aquilina L. Able
MODULE 2 - WRITING AND FORMATTING
BUSINESS CORRESPONDENCE
2. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Learning Outcomes:
When you have completed the module, you should be able to:
1. Acquire mastery in incorporating the general parts of a
business letter and when to use the special parts.
2. Write commonly-used business letters in the
workplace
3. Develop skill in preparing memorandums and commonly
used business/financial reports.
3. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Business correspondence is a mean for exchanging information
in a written format for the process of business activities. Business
correspondence can take place between organizations, within
organizations or between the customers and the organization.
Business letters are more formal than business emails. They
communicate something more official in a business situation. It
is important to write business letters correctly, because the
impression you create depends on how you write them.
4. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Reasons for maintaining
written communication:
• Maintains proper relationship.
• Serves as evidence or as
historical record of business
activities.
5. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
• Create and maintain goodwill. • Inexpensive and convenient.
6. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
• Formal communication. • Independent of interpersonal skills
7. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
1.1. General parts
• Letterhead – contains the name of the company, address, phone
number, fax and/or e-mail address.
• Date – should be current
• Inside address – name of the recipient, address of the recipient
• Salutation – greeting
• Body of the letter
• Complimentary close
• Signature over printed name
• Reference initials – initials of the employer and the office professional
8. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
• The Heading. The heading contains
the return address with the date
on the last line.
• Date
• Inside / Recipient's Address. This is
the address you are sending your
letter to. ...
• The Salutation. ...
• The Body. ...
• The Complimentary Close. ...
• The Signature Line. ...
• Enclosures
9. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
10. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Date line
• consists of the month, day, and
year.
• month is spelled in full
• day is written in figures and
followed by a comma.
December 18, 20--
Inside address is the name, title,
and address of the recipient.
Ms. Denise Rodriquez
President & CEO
Urban Development Council
150 Grosvenor Avenue
Washington, DC 30005
11. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Salutation
• greeting in a letter
• begins with Dear followed by the
recipient’s first name or title and last
name
• Mixed punctuation
colon is placed after the salutation
comma is placed after the
complimentary close
• Open punctuation
no punctuation after the salutation
no punctuation after complimentary
close
Body of the letter is the message
Complimentary close is the sign-off for
the letter
• mixed punctuation
‘
Sincerely,
• open punctuation
‘
Sincerely
12. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Writer’s name and title are called the signature or signature block
Reference initials indicate who keyed the letter
13. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
1.2. Special parts
• Special notation - When necessary, letters may include notation of the
means of delivery ("Certified Mail" or "Registered Mail") or on-arrival
instructions, such as "Personal" (to be opened and read by the
addressee only) or "Confidential" (for the addressee or other authorized
personnel).
• Subject line - is the portion of the letter where you tell the reader about
your subject. It immediately conveys to the reader the subject of the
letter.
• Attention line - t indicates the intended recipient within the organization
when the letter is addressed to the organization or to the intended
recipient's superior.
• Company name – It indicates that the letter is made by the company
and is represented by the signatory of the letter
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• Enclosure notation - Actually plays an important role. It reminds
the recipients that additional items were included with the letter (
and what those items were, if you include that level of detail).
• Copy notation - is a list of people that ought to receive a copy of
the letter. It is a reminder that other people, besides the addressed
recipient, have an interest in the letter.
Blind copy - it is used to indicate people who will receive copies of
the message in secret, or without the knowledge of the other
recipients.
• Postscript notation - A postscript is useful if the writer wishes to
emphasize some point in the letter or if a point worthy of mention arises
after the letter has been written
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Special parts
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2. Format of business letter
2.1. Block/Full block - The
entire text is left aligned and
single spaced. The exception to
the single spacing is a double
space between paragraphs
(instead of indents for
paragraphs).
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2.2. Semi-block - all text is aligned
to the left margin. As in other
business letter templates, each
paragraph is separated by double
or triple spacing. The main
difference between this type of
correspondence and others is that
the first line of each paragraph is
indented.
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2.3. Modified block - the
heading, complimentary close,
the signature, and
identification are aligned
to the right. Address,
salutation, the body, and
enclosures are aligned to the
left. First sentences
of paragraphs are indented.
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The Seven Principles of
Business Correspondence (The
7Cs of Business
Communication)
1. Consideration /
Conversational (Your attitude)
Try to visualize your reader’s
circumstances, problems,
emotions, their desires etc. and
indicate that you understand these
by using your words with care.
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2. Clarity (Be clear)
One has to be clear and specific in
their letter. Avoid giving abstract
information.
3. Courtesy (Be courteous)
3. Be courteous and polite. Avoid
making negative statements and an
accusatory tone accusing the
recipient.
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4. Concreteness (Be convincing)
A good business letter always
provides concrete information
(specific information).
5. Correctness
The writer must ensure correctness
in his tone, format and information
that he provides in the letter.
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6. Conciseness
Use the “Keep it short and simple”
formula.
7. Completeness
Provide complete information in the
letter and try to keep it as brief as
possible.
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Types of business letter
The term “business letters” refers to any written
communication that begins with a salutation, ends with a
signature and whose contents are professional in nature.
Letters demonstrate a level of professionalism and class. They
also provide a written record of what has transpired that both
parties can file away. It is important, then, for every small
business owner to know how to construct and format a
professional-looking business letter properly that is suitable to
a situation.
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4.1. Application letters
The objective of an application
letter is to attract the attention of
an employer. It acts as a cover
letter for your resume and should
provide enough personal
information to convince the reader
to grant you an interview. The
qualifications you provide a
potential employer should be
included on your resume.
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Guidelines in writing application letter
• In the first sentence, state what you are applying for.
• Explain the reasons why you are applying and be specific. Give the
reasons why you are qualified including your experience,
qualifications, accomplishments and goals.
• Identify the responses you would like to your letter.
• eference any other materials included in the letter, such as resume,
diploma, transcript of records, letter of recommendation or work
samples.
• Include your contact information and when you are available.
• Close the letter with a thank you.
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4.2. Reference letter
A reference letter, also called a
recommendation letter, is usually
written to testify to a person's
skills, character, experience, and/or
achievements. When a candidate
applies for a job, he or she
will submit reference letters to
support his or her application.
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A reference letter should include:
• How and for how long you know the person
• Your qualifications for writing the reference letter.
• A list of the person’s qualities and skills.
• Key points about the person that the reader should note.
• Examples that back up your opinions about the person.
• Your contact person.
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4.3. Adjustment letter
An adjustment letter is a response
to a written complaint. The
objective is to inform the reader
that their complaint has been
received. It is also a legal document
recording what decisions were
made and what actions have or will
be taken. Keep in mind that your
reader has been inconvenienced.
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Guidelines in writing an adjustment letter:
• Reference the date of original letter.
he letter should review the facts of the case and offer an apology for any
inconvenience.
• When there is no truth to the complaint, courteously explain the reasons
as clearly as possible.
• When the customer’s request is denied, offer some compensation or
advice.
• Take a positive approach to the letter to counter any negative feelings of
the reader.
• The solution is more important than the reasons why something occurred.
• Cordially conclude the letter and express confidence that you and the
reader can continue doing business.
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4.4. Inquiry letter
Inquiry Letter is a letter written
to request information and/or
ascertain its authenticity. A
letter
of inquiry deals with various
matters like job vacancies,
funding, grants, scholarships,
projects, sales, pre-proposals
and others.
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Guidelines in writing an inquiry letter:
• Use a courteous tone because you are requesting the reader’s time to
fulfill your request.
• Begin the letter by stating who you are and how you found out about the reader’s
organization.
• State what you are requesting as clearly as possible.
• The letter should be short but you should adequately explain what you are
requesting and what action you want the reader to take.
• Offer to pay for any copies or supplies that might be needed to fulfill your
request.
• Provide a self-addressed, stamped envelope if you have requested documents.
• Include the date when you need the information.
• When the person responds to your inquiry, send a thank-you-note.
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4.5. Sales letter
A sales letter is a piece of direct
mail which is designed to persuade
the reader to purchase a
particular product or service in the
absence of a salesman. ... It is
typically used for products or
services which, due to their price,
are a considered purchase at
medium or high value.
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Guidelines in writing a sales letter:
• Focuses on what interests the reader.
• If the letter is not personally addressed to the reader, start the letter with a headline
that:
--describes the key benefit to the readers.
--use power words such as free, proven, imagine, how to, fast, cheap, save, enjoy and
Introducing.
• Gets the reader’s attention, targets the audience, lists a benefit and make a promise.
Example: Own this kitchen furniture and get additional kitchen device for free!
• If the letter is personally addressed, the opening sentence becomes the headlines.
Example: Dear Mrs. Almonte: How would you like to have a practical, beautiful
kitchen furniture that comes with free kitchen device in your lovely home
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• Keep the letter brief but interesting.
• Keep the letter brief but interesting.
• Start the letter by identifying the unique selling point of the product
or service.
• Addresses the readers directly.
• Let the reader know how much the product or service costs.
• The closing of the letter should include a all to action that asks for an
order and explains how to order. The closing may include the
deadline and always include a thank-you-note.
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4.6. Request letter
Request Letter is a letter which
is written when you need
certain information,
permission, favor, service or
any other matter which
requires a polite and humble
request.
37. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Guidelines in writing a request letter:
• Be courteous, tactful, brief, confident and persuasive.
• Be straightforward and include as much detail as possible about the
request.
• Do not be overbearing or manipulative in trying to obtain the request.
• Make the reader feel complemented to be asked for a favor.
• Express your willingness to reciprocate.
• Invite the person to contact you with any questions or concerns.
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4.7. Complaint letter
A Complaint Letter is a type of
letter written to address any type
wrong doing, offence, grievance,
resentment arising out of a
product, service etc. Complaint
Letters are used to raise your
concerns about unfair things and
seek a productive outcome. ...
Anyone can complaint through
letter if there is a legitimate reason.
39. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Guidelines in writing a complaint letter:
• Write your complaint letter to a specific person at the organization, such as
manager, owner, president, CEO.
• Write the letter with a positive tone without emotional language or obscenities.
• Keep the letter short, honest, and straightforward without omitting any relevant
details.
• Send copies of any accompanying documentations and retain all originals.
• Do not threaten or make generalization about the organization.
• If other people you know were also affected by the problem, get multiple
signatures on the complaint letter.
• Suggest a solution for the problem without destroying the relationship.
• Include your contact information including your name, address, phone number,
and email address.
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4.8. Refusal letter
A refusal letter is a negative
response to either an invitation or a
job offer. Its objective is to
notify the reader of a decision to
decline. The letter should be kept
fairly short. Its scope
only include information that
relates to the reasons for not
accepting the offer.
41. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Guidelines in writing a refusal letter:
• Be as diplomatic as possible to avoid hurt feelings.
• Open the letter with a sincere statement that explains that you are
refusing the request.
• Explain your reasons for the refusal, and include any evidence to
back-up your decision.
• Offer alternatives to the reader that might have a better chance of
being accepted.
• Be courteous and wish the reader success elsewhere.
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4.9. Acceptance letter
Acceptance Letter or Accepting
Letter is a type of letter written to
communicate a positiveresponse
towards job offer, invitation, gift,
offer, contract, scholarship and
other matters which require the
intended. Acceptance Letters are
most widely used by prospective
employers who have received a job
offer.
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CORRESPONDENCE
Guidelines in writing an acceptance letter:
Begin the letter by thanking the person, business, or organization.
Identify what you are accepting and explain what it means to you.
Thank anyone who assisted you.
State the terms as you understand them.
If accepting an employment offer, summarize the start date, job
title and description, compensation, benefits, and vacation days
offered.
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• Use positive tone.
• Be gracious by showing your courtesy, tact, and charm in
your writing style.
• Use the spelling checker in your word process to check for
spelling errors.
• Read the letter for clarity and to check for grammatical
mistakes.
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4.10. Acknowledgment letter
An acknowledgement letter is a
document used by businesses to
formally acknowledge the
receipt of something, for example,
an invoice, that can be used as a
courtesy, for record
keeping, or to raise an issue with
whatever service was received.
46. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Guidelines in writing an acknowledgment letter:
• Include a short apology if the acknowledgment is delayed.
• If you are responding to a complaint, be courteous and
apologize for any inconvenience or problem.
• Be sincere.
• The letter should be addressed to a specific person, of
possible.
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4.11. Collection letter
A collection letter is a
notification sent in writing,
informing a consumer of
his past due payments.
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Guidelines in writing a collection letter:
• Gather all the facts about the customer’s account.
• Be specific about the amount owed and the date the funds were due.
• Let the customer know what the penalty would be if he or she failed
to pay by a specific deadline.
• Offer assistance for customers having difficulty paying. Discuss new
terms or a payment plan.
• If you must cancel a customer’s credit, explain your reason for doing
so.
• Be courteous, but firm.
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4.12. Resignation letter
A resignation letter is a
document that notifies your
employer that you are leaving
your job. It formalizes your
departure from your current
employment, and can be
written as a printed letter
or an email message.
50. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Guidelines in writing a resignation letter:
• Highlight your accomplishment at the organization.
• Avoid emotion and maintain your dignity.
• Highlight your skills using action verbs.
• Emphasize the contribution you have made to the organization—be
positive.
• Show enthusiasm and appreciation for what you have accomplished
at the organization.
• The terms of your resignation should attempt to maintain a good
relationship with your employer.
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4.13. Announcement letter
An announcement letter is a
type of letter used for a
number of business and
personal situations. Also,
personal announcement
letters are common - for
instance, to announce a
wedding or a birth.
52. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Guidelines in writing an announcement letter:
• For positive announcement, make the letter straight and to
the point.
• Build morale, confidence, and goodwill.
• Use the announcement to promote your business.
• Include enough information so that you do not have to
answer questions about the announcement later.
• When announcing bad news, be considerate and respectful.
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4.14. Commendation letter
Letters of commendation or
commendation letters are
messages written to express
gratitude and general recognition
for a special deed. They are usually
unsolicited. In some cases, they
offer rewards for the action being
recognized, such as a promotion or
pay bonus.
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Guidelines in writing a commendation letter:
• Describe the work or accomplishment that deserves
the commendation.
• Describe the person’s qualities that make him or her
successful.
• Thank the person for his or her contribution to the
organization.
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4.15. Seasonal letter
Seasonal correspondence is a way
of greeting customers and
employees by writing holiday
letters. Holiday letters to
customers can include special
offers and incentives with
deadlines
related to the holiday.
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4.16. Transmittal letter
A transmittal or cover letter
accompanies a larger item, usually
a document. The transmittal
letter provides the recipient with a
specific context in which to place
the larger document and
simultaneously gives the sender a
permanent record of having sent
the material.
57. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
Guidelines in writing a transmittal letter:
• Start with a reference why a report is submitted.
• Give the purpose of the report
• Mention reference to a contract or authorization of the report
being submitted (if any).
• Give the title of the report.
• Give the acknowledgment if the report has received any
assistance from a person or organization.
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6. Memorandums
A memorandum (abbrev.: memo; from
Latin memorandum est, "It must be
remembered") is a written message
that may be used in a business office.
The plural form of the Latin noun
memorandum so derived is properly
memoranda, but if the word is
deemed to have become a word of the
English language, the plural
memorandums, abbreviated to
memos, may be used.
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Memos are intra-office communication.
• generally printed on forms with the
company name and logo
• usually use templates, which are
predesigned forms with the guide words
to, from, date, subject
• A memo (or memorandum) is a short
communication typically used within an
organization. Memos are often used as a
tool to share new information.
• The chief function of a memo is to record
information of immediate importance and
interest: announcing a company policy,
alerting readers to a problem or deadline,
reminding readers about a meeting, and so
on .
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Parts of a Memorandum
1. The Heading: The heading of a
memorandum is usually printed. It
contains the name of the organization
and ‘To’ and ‘From’ sections. Make
sure you address the reader by this or
her correct name and job title. Be
specific and concise in your subject
line.
2. The subject and Date: The subject is
a brief statement telling what the
memo is about. The subject line is not
a complete sentence but rather a
concise phrase which indicates some
specific information. The date of
writing memo is also important to take
action in time.
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3. The message: Message is the main
body of a memo. The message
contains the following matters:
Introduction: The message represents
the main idea in the first paragraph. it
is called the background of the
information.
Details: In the second paragraph you
should write details about information
to support the introduction. It should
be logical and separate into the
paragraph.
Response: It is called the action
statement. In this paragraph, you
should state the action you want to
reader to take, Action you will take,
Action that you are requested to take,
Deadline etc.
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CORRESPONDENCE
6.1. Basic parts of a
Memorandum
TO
FROM
DATE
SUBJECT
63. MODULE 3 – WRITING BUSINESS CORRESPONDENCE AND OTHER
RELATED BUSINESS PAPERS
6.2. Guidelines in writing
memorandums
• Keep your subject line concise but
also precise.
• Lead with the main topic of your
memo. It should be clear from the
very first sentence what this
memo is about.
• Include only relevant information.
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• Choose the right tone.
• Choose the right communication
channel.
• Avoid potentially confusing or
misleading mistakes.
An effective memo improves
productivity by getting the right
information to the right people as
quickly and efficiently as possible.
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.
66. MODULE 2 – WRITING AND FORMATTING BUSINESS
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REFERENCES
Book
Sebastian, Evelyn L., Business Communication with Fundamentals of Research,
Writing of Business Letters. 2015. pp.67-117.
On-line sources:
What is business correspondence?
https://en.wikipedia.org/wiki/Business_correspondence
The 7 principles of business correspondence
https://fe13cs.blogspot.com/2013/05/the-seven-principles-of-business.html
67. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
REFERENCES
Guidelines in writing business letter
https://www.fluentu.com/blog/business-english/writing-a-business-
letter-in-english/
What is a memorandum?
https://en.wikipedia.org/wiki/Memorandum
Parts of a memorandum
https://thebusinesscommunication.com/different-parts-of-a-memo/
68. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
REFERENCES
Guidelines in writing a memorandum
https://www.grammarly.com/business/learn/how-to-write-business-
memo/?utm_source=google&utm_
8 Essential Steps to Writing a Business Letter in English
https://www.fluentu.com/blog/business-english/writing-a-business-letter-in-
english/
Memorandums and Letters
https://open.lib.umn.edu/businesscommunication/chapter/9-2-memorandums-
and-letters/
69. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
REFERENCES
Principles of Effective Writing
https://corporatefinanceinstitute.com/resources/careers/how-to-job-
guides/business-writing/
70. MODULE 2 – WRITING AND FORMATTING BUSINESS
CORRESPONDENCE
.