Business Correspondence

Cerbito, Abazula, Beller, Casale,

Aguirre, & Curachea
 What is Business Correspondence?

- It is an umbrella used for any form of

written communication that happens in
business relationships.
- It is mostly in a form of letters, may it be
in the form of letters to suppliers, letter
of inquiries, complaint letters and few
other letters.
 Importance of Business Correspondence

• Maintaining Proper Relationship

– the significance of business letters is governed by the
fact that it facilitates effective communication which does
not cost the business much. It strengthens the business by
making communications, within and outside the
organization, clear and concise.
• Acts as Evidence
– To further solidified as it let’s businesses keep records
of facts that can be serve as evidence at a later point of
time.
• Creating Goodwill
– A company’s growth increases due to business
correspondence. It creates goodwill between business
and clients since any letter like a complaint, feedback, or
suggestions provokes a healthy relationship.
• Cost very less
– Business Correspondence is an inexpensive mode of
communication in terms of money as well as time. This
method of correspondence in business communications
is very convenient for business.
• Removes Ambiguity in Communication
– It is a formal correspondence between the involved parties
which helps in unambiguous communication.
• Helps Business Expand and Grow
– A business can have a seamless flow of information
regarding any product or resource through business
correspondence. This helps in the proper utilization of
manpower and time management, which in turn leads to
expansion and growth in business.
 Types of Business Correspondence

1. Internal Correspondence
2. External Correspondence
3. Sales Correspondence
4. Routine Correspondence
5. Personalized Correspondence
6. Circular
 Examples of Business Correspondence

Invoices and Receipts

Job Application
Letters/Resume
Memorandum
Letters or Memos
Complaint Letters
 I. Organizing and
Composing Messages
 Writing Process
1. Research
– collecting all the needed information.
2. Organize
– group similar information together.
– decide whether to organize your information directly or
indirectly.
– outline your plan and make notes.
3. Compose
– prepare a first draft, usually writing quickly.
 How to organize a business message?

• Start by stating the purpose of the message,

show why you are writing, and why now
(timing/kairos)
• Give a relevant background information, how
did we get to “now” from where were before?
• End with an action. Ex: a request, a
suggestion, or an invitation to respond.
 Writing Clear and Concise Content

• Simplify your message.

– Avoid confusing jargon, long-winded sentences, and
overly complex language.
• Be Specific
– Use specific examples and details to make your
message more impactful.
• Proofread
– Always proofread your content for errors and get a
second pair of eyes to review it before sending.
II. Revising and Proofreading
Business Messages
Revising – improving
Proofreading –
content and sentence
correcting grammar,
structure. May involve
spelling, punctuation,
adding, cutting, and
format, and mechanics.
recasting.
 Why revising and proofreading are
important?
• Professionalism
– Errors in business correspondence can damage your professional image and
reputation. Showing that you care enough to check your work tells clients and
partners that you are detail-oriented and take your work seriously.
• Clarity
– Mistakes and unclear language can make it difficult for your reader to
understand your message. Taking the time to revise and proofread ensures that
your message comes across as intended and reduces the risk of
miscommunications or misunderstandings.
• Accuracy
– Errors in business correspondence, including typos, grammar mistakes, and
factual errors, can lead to legal issues or financial loss. Taking the time to
carefully check your work can prevent costly mistakes and preserve your
company’s credibility.
 4 Common Errors to Look out for:

• Spelling
• Punctuation
• Factual Errors
• Tone and Style
Examples of expressions/wording that
must avoid:
 Long Lead-Ins
Instead of this: Try this:
• This memo is to inform • All employees meet
you that all employees today.
meet today.
• I am writing this letter to • This is a complaint letter
voice out my complain regarding the inadequate
regarding the inadequate overtime salary of the
overtime salary of the employees.
employees.
 Unnecessary Fillers
Instead of this: Try this:
• There was only one • Only one employee
employee who should be should be promoted.
promoted. • The company was
• It was the company who honored.
were honored. • The company is glad to
• The company is very have you.
happy to have you.
 Jargon
Instead of this: Try this:
• I am writing this letter to • I am writing this letter to
inform you regarding my inform you regarding my
medical emergency. I medical emergency. I
have pharyngitis. have sore throat.
• The sales team came up • The sales team came up
to the conclusion that the to the conclusion that the
proposed idea is just proposed idea is
boiling the ocean. unnecessary.
 Slang
Instead of this: Try this:
• The company dinner • The company dinner
was dope. was great.
• To land a job in a • To land a job in a
marketing organization marketing organization
that offers a superb that offers a stimulation
learning environment… learning environment…
III: Improving Writing
Techniques
Read and Analyze – Expand your vocabulary and study different writing
styles for inspiration.
Practice Critical Thinking – Develop analytical skills to present well-
structured arguments.
Seek Feedback – Ask for constructive criticism to continuously improve your
writing.
• Proofread Diligently – Eliminate spelling mistakes, grammar errors, and
punctuation inconsistencies.
• Master Comma Usage – Understand the nuances of comma placement
for better sentence flow.
• Avoid Run-on Sentences – Break long sentences into shorter ones to
improve readability.
 IV: Effective
Business Writing
 Components of Effective Business Writing

Structure – Organize your ideas with a clear introduction, body, and

conclusion.
Relevance – Ensure that your writing directly addresses the needs and
interests of your target audience.
Conciseness – Get right to the point and choose words that effectively
convey your message.
• Tone – Write in a tone that is professional, respectful, and appropriate
for the situation.
Business letters legal aspects,
layout, format and convention
 Legal Aspect:
• Business letters involve legal implications as
they can serve as evidence in legal disputes or
contractual agreements. While not all business
letters are legally binding, it is crucial to consider
potential legal ramifications when composing
them. Adherence to legal aspects ensures that
business letters remain valid, enforceable, and
credible documents in legal proceedings.
 Layout
• Sender’s Address: The sender’s address, including
the organization’s name, address, and contact details,
should be positioned at the top of the letter.
• Date: The date of the letter’s composition is
necessary to establish a timeline for the
correspondence.
• Recipient’s Address: The recipient’s address,
including their name, title, organization’s name,
address, and contact details, should be placed below
the sender’s address.
• Salutation: The salutation, such as “Dear Mr./Ms./Dr. [Last
Name],” is used to address the recipient. It should be followed
by a colon.
• Body: The body of the letter contains the main message or
purpose of the correspondence. It should be structured into
paragraphs and remain concise, clear, and objective.
• Closing: The closing of the letter, such as “Sincerely” or “Yours
faithfully,” is followed by a comma and the sender’s full name
and designation.
• Enclosures: If there are any additional documents attached to
the letter, they should be mentioned in this section.
 Format and Convention
• Font and alignment: Typically, a formal font like Arial, Times New Roman,
or Calibri is used, with a font size of 11 or 12. Tge alignment should be
flush left and single-spaced within paragraphs, with double spacing
between each paragraphs.
• Tone: The tone of a business letter should be professional, respectful, and
polite. It is important to avoid informal language, slang, or offensive
remarks that may undermine the message’s credibility.
• Proofreading: A business letter should be carefully proofread for grammar,
spelling, punctuation, and formatting errors. Typos or inaccuracies can
reflect poorly on the sender and weaken the message.
• Conciseness: Business letters should be concise and to the point.
Extraneous details or excessive elaboration can dilute the message and
impede clarity.
VI. Business Letter
Styles
 VII: Parts Of
Memorandum
 Definition of Memorandum
• A memorandum is a brief written
message used for formal or informal
communication with an organization. It
is typically used to convey information,
announce policies, share updates, or
request actions.
 Purpose of a Memorandum
• The purpose of memorandum is to
provide concise and clear
communication within an organization, it
helps in conveying important
information, distributing instructions and
documenting decisions and discussions.
 Key Components of a Memorandum

Heading – includes the name of the organization,

date, and subject of the memo.
Introduction – Sets the context and provide
background information
Body – Present the main message or information
in a clear and organized manner. Conclusion –
Summarizes the key points and may include
actions or next steps.
VIII: Minutes of The
Meeting
 What are the meeting minutes?

• Meeting minutes are written documents

that reflect what happened during a
meeting. The meeting reports typically
focus on the key items discussed during
the meeting, any decisions reached and
next steps fir individuals or teams to
take.
 How to write meeting minutes reports
1.Make an outline – Prior to the meeting create an outline by picking or
designing a template. Make sure that your template includes different
sections such as for meeting participants or next steps, to help you
organize your notes as you take them.
2. Include factual information – Add factual details, such as where and
when the meeting takes place. Include a list of the meeting’s participants.
3. Write down the purpose – Record the purpose of the meeting as
either the meeting title or as a distinct section.
4. Record decisions made – Write down any decisions made during the
meeting. If these decisions involves a vote, include a tally of how many
people voted for each option.
5. Compose action items – Create a separate section for a actionable items
that specific individuals or teams plan to complete prior to the meeting.
6. Add details for the next meeting – Include any additional information
relevant to the next meeting. This may include topics you didn’t get to discuss at
this meeting or that you plan to discuss further at the next one.
7. Be concise – Strive to only record the most relevant or crucial main ideas
discussed at the meeting.
8. Consider recording – Think about recording your meeting with the device,
such as a voice recording app on a mobile device.
9. Edit and proofread – Before you send the meeting minutes to participants or
stakeholders, standardize the formatting.
10. Attach supplementary documents – Attach or link to any relevant
supplementary documents when you send out the meeting minutes.
X. Making Oral Business
Presentations
Making oral business presentations requires
the ability to communication ideas clearly,
hold the attention of your audience and leave
a lasting impression. It entails communicating
verbally with an audience while in a formal
setting.
 How do you make Oral Business
Presentation?

— Creating an effective oral business

presentation involves several key steps:
Introduction, Identifying the audience,
Determining the key message, Structuring
your presentation, Using visual aids
effectively, Engaging the audience, Closing
and follow-up.
1. Introduction
– In the opening section of a presentation, you introduce
yourself and the topic you’ll be discussing with the audience.

2. Identifying Your Audience

– By knowing your audience, you can deliver a more
persuasive and relevant presentation that addresses their
specific concerns and goals, increasing the chances of
achieving your desired outcomes, such as gaining support,
making a sale, or conveying important information.
3. Determining the key message
– Determining the key message in an oral business presentation is essential
for clarity and impact. Here are the three (3) key steps in order to determine
the key message:
Get to the Point
- Identify the core purpose of your presentation and distill it into a clear and
concise message to ensure listener dialogue.
Know Your Takeaway
- What would you like your audience to take away from your presentation?
Ensure your key message is actionable and relevant to your listeners.
Stay Focused
- Avoid tangents and stay focused on your key message throughout your
presentation to avoid losing your audience.
4. Structuring your presentation
– Structuring your presentation effectively is crucial for conveying
your message clearly and engaging your audience. Here’s a
commonly used structure for presentations:
– Start with an Attention-Grabber
– - Hook your audience in by starting your presentation with a
story, anecdote, or interesting fact.
– Organize Your Main Points
– - Structure your presentation around 3-5 main points that
support your key message.
– Finish Strong
- Leave a lasting impression on your audience by ending your
presentation with a memorable and inspiring call to action.
5. Using Visual Aids Effectively
– Visual aids can help you create interaction and feedback opportunities with
your audience, and make your presentation more dynamic and interactive.
6. Engaging Your Audience
– By keeping your audience active, interested, and responding to your
content or message, you may be able to attract and hold the attention of
your target audience.
7. Closing and follow-up
– Ends with an Impactful Conclusion (Summarizing the Key Points), Offer a
Next Step (Offering Ways for the Audience to Continue Conversation), and
Follow Up with Attendees (An Thank You Message for the Audience,
Offering Additional Resources and Encouraging Feedback).