Business English

1. Letters Composed in
the Business World

2. What is a Business Letter?
Are written messages to a person or group
within a professional setting.
It is used when the writer would like to be
formal and professional.
Letter may vary in length depending on the
writer’s objective, purpose and message of
the letter.

3. Pre- writing steps for preparing a
business communication.
1. Identify the kind of letter that you have to
write.
2. Consult the pro-forma letter style on the
procedure.
3. Read the letter and make marginal notes in
pencil.
4. Underscore important facts.

4. Pre- writing steps for preparing a
business communication.
6. Outline the content of the reply letter.
7. Compose the reply letter.

5. THE MAKEUP OF A GOOD LETTER
1. Setting the stage
 The full view of a letter evokes a favorable
response.
 The backstage preparations which contribute
to a positive effect are:
a. Correct size and impressive bond stationery.

6. THE MAKEUP OF A GOOD LETTER
b. Sharp, dark, clean-cut typescript.
c. Attractive letter style, and
d. Picture frame letter placement.
2. Creating the Opening
 Use only the right words to enhance the
corporate image.

7. THE MAKEUP OF A GOOD LETTER
Awaken the reader’s interest and capture his
attention in the opening paragraph.
Have the reader’s point of view in mind to
bring pleasure, satisfaction, and personal
involvement in the matters being discussed.

8. WAYS TO CREATE A POSITIVE IMPRESSION
ON THE READER
 Use tactful, easy-to-understand language.
 Organize your language carefully and concisely.
 Construct sentences correctly.
 Give accurate, precise information.
 Write clearly to avoid any hint of double
meaning.
 Respond to questions raised.
 Introduce an unfavorable comment with a
favorable one.

9. CLOSING THE LETTER : THE FRIENDLY WAY
• Give the reader a pleasant closing thought in the
final paragraph of the letter.
• Avoid thanking someone for something in
advance.
• The recipient of a letter of request should know
exactly what is expected of him by the end of the
letter.
• If a certain action is expected, it should be stated
or restated in a clear and friendly manner in the
last paragraph.

10. FORM LETTER CONSTRUCTION
• Use guide letters or form letters to standardize
responses.
• Use a ring binder to categorize certain types of
letters that are frequently written.
• Refer to a similar or prototypal letters to
speed up composition of announcement,
acknowledgement, or apology.
• stock of ready-made paragraphs labeled as A,
B, C, D and so on.repare a

11. THE WRITING OF OFFICE MEMORANDUMS
MEMORANDUMS
Type of written communication that is often
composed.
Written for interoffice circulation only.
Usually circulated freely among corporate branch
offices.
Large companies have standardized memorandum
forms.

12. PARTS OF THE MEMORANDUM
1. Preparing the heading of the memorandum
o TO line, FROM line, DATE line, SUBJECT line, LOCATION line
2. The subject line of the memorandum
o Gives the reader the overview of the message content.
3. Composing the message(or body) of the
memorandum
Four requisites of message content in office
memorandums:
o Brevity
o Courtesy
o Factualness
o Tact

13. HANDLING SPECIAL CORRESPONDENCE
1) Only the executive has the complete
understanding of the situation needed to make
a correct response.
2) The executive alone has the technical know-how
to respond properly.
3) Complex questions and/or problems may be
answered best by the executive.
4) The respondent is a close personal friend and
knows the executive style of writing too well
accept any substitute for it.

14. HANDLING SPECIAL CORRESPONDENCE
Types of special communications
 Letters of adjustment
 Letters of application
 Letters of reservations
 Letters of appreciation
 Letters of cancellation
 Letters of collection
 Letters of sales

15. HANDLING SPECIAL CORRESPONDENCE
Acknowledgement during the employer’s
absence
Letter-writing Guides:
 Acknowledge the request
 Explain the reason for the delay
 Use a courteous close.

17. HANDLING SPECIAL CORRESPONDENCE
A LETTER OF
INTRODUCTION
Letter-writing Guides:
 Make the introduction.
 Present personal data.
 Give an evaluation.
 Offer more information
upon request.
RESPONSE TO AN
INVITATION
Letter-writing Guides:
 Respond graciously to the
invitation.
 Supply additional relevant
information.
 Acknowledge the honor of
being invited to the event.

19. HANDLING SPECIAL CORRESPONDENCE
LETTER OF
TRANSMITTAL
Letter-writing Guides:
 Acknowledge interest in the
item.
 Give details on transmittal.
 Use a friendly closing.
SUBSCRIPTION LETTER
Letter-writing Guides:
 Mention the amount of the
enclosed check or money order.
 Mention the name of the
publication being subscribed
to.
 Give any other pertinent
information
 Reconfirm subscription terms
if necessary.

21. HANDLING SPECIAL CORRESPONDENCE
ORDER
Letter-writing Guides:
 Notice the urgent need
for the order and
shipping address.
 List the quantity,
description, and price of
the ordered items.
 Emphasize the reason
for the rush order and
the need for prompt
delivery.
INQUIRY
Letter-writing Guides:
 Give the needed
information.
 Detail the request.
 Mention the due date.
 Close the letter politely.

23. HANDLING SPECIAL CORRESPONDENCE
LETTER OF ADJUSTMENT
Letter-writing Guides:
 Acknowledge the error or the
complaint and explain the measures
being taken to rectify the situation.
 Explain the reason for the mistake or
error, extend an apology, and reassure
the customer that it will not happen
again.
 Express appreciation for having the
person as a customer and offer future
service.
LETTER OF APPLICATION
Letter-writing Guides:
 Present the request or the
application.
 Give necessary supportive
data.
 Use a courteous closing.

25. HANDLING SPECIAL CORRESPONDENCE
RESERVATION LETTER
Letter-writing Guides:
 Give the name and dates
of the events.
 List the details of required
room arrangements.
 Tactfully request an early
written confirmation.
APPRECIATION
Letter-writing Guides:
 Express appreciation for
the order.
 Reinforce the reader’s
self-esteem.
 Offer further services.
 Close in a friendly but not
effusive way.

27. HANDLING SPECIAL CORRESPONDENCE
LETTER OF
CANCELLATION
Letter-writing Guides:
 Commend the reader for past
positive actions.
 Point out the current problem as
politely as possible.
 Suggest a solution.
 Offer special assistance if possible.
 Request a response soon and word
request firmly but politely.
COLLECTION LETTER
Letter-writing Guides:
 Use a novel opening.
 Mention something positive.
 Point out the problem tactfully but
firmly.
 Suggest possible alternatives.
 Ask politely for a response.

29. A SALES LETTER
Letter-writing Guides:
 Use a unique opening that will attract the reader’s
attention.
 Offer advantages of your product and describe your
services.
 Provide the reader with a chance to see the product
himself.
 Use a close that will encourage the reader to take
positive action right away.

31. COMPOSING PERSONAL BUSINESS
COMMUNICATION
Letter of Condolence
 most difficult to write
 brief and dignified
Letter-writing Guides:
 Extend sympathy.
 Offer assistance if possible.
 Try to end on a note of
comfort.
Letter of Congratulation
 relates to the happy events.
Letter-writing Guides:
 Commend the recipient of
the honor or promotion.
 Make additional comments
on the nature of the
achievement.
 Close the letter with good
wishes.

33. Letter of Invitation
• Informal Invitation
• Formal Invitation
Letter-writing Guides:
 Open in a cordial way.
 Give motivation for attendance.
 Include directions and other details.
 Encourage action in the final paragraph.

36. Group III
Krisia Velasquez
Jan Royce Bacelonia
Jillian Hernandez
Jezzele Andres
Riangelou Santos
Jillienne Castro
Paulyn Gonzaga
Dennimar Domingo
Joshua Drilon
Hanah Gonzales
Rayshelle Manubay
Julius Idanan
Josianne Reverente