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SUBJECT: Business Communication Business English and Correspondence

WEEK NO.: Wee !

Name : "CU#$%$& 'OWEN" (.
Email : sis)*ore+ah,-ahoo.com
Student No.: ./.012/
Countr-: 3hilippines
'e*erences: a4 http:55grammar.a6out.com5od5il5g5%etter7Writing.htm
64 http:55communicationtheor-.org58hat7is7letter78riting
c4 http:55888.entrepreneur.com
d4 http:55888.-ourmomhatesthis.com56usiness7letter7*ormat
#iscuss the *ollo8ing:
A. What is letter writing? What do o! need to do to organi"e o!r letters well?
"NSWE': %etter 8riting is the e9change o* 8ritten or printed communications. $t is
also a social and 6usiness asset. The a6ilit- to 8rite a good and per*ect letter can 6e as
use*ul as the a6ilit- to tal 8ell and the a6ilit- to maintain e9cellent inter7personal
relationships. $n 6usiness& e**ecti+e communication through letters sa+es much time&
trou6le and incon+enience. $t promotes understanding as 8ell as 6usiness. The letter
one sends on 6ehal* o* a compan- or an organi:ation is a representati+e o* the
#istinctions are commonl- dra8n 6et8een personal letters ;sent 6et8een *amil-
mem6ers& *riends& or ac<uaintances4 and 6usiness letters ;*ormal e9changes 8ith
6usinesses or go+ernment organi:ations4. %etter 8riting occurs in man- *orms and
*ormats& including notes& letters& and postcards. Sometimes re*erred to as hard cop- or
snail mail& letter 8riting is o*ten distinguished *rom *orms o* computer7mediated
communication ;C(C4& such as email and te9ting.
$n order to organi:e -our letters 8ell& -ou *irst need to organi:e -our thoughts.
Belo8 are some tips suggested 6- 888.entrepreneurs.com on ho8 to organi:e -our
letters 8ell:
Write in a con+ersational st-le& =ust as -ou 8ould normall- spea> *ormal tones
are usuall- unnecessar- in sales letters.
Use short sentences. Once -ou start 8riting more in*ormall-& -ou?ll notice -our
sentences 8ill get shorter.
Compose short paragraphs. 3eople lie to ha+e 6reas in their reading. $* it
doesn?t *lo8 smoothl- and sound natural& re8rite it.
Edit and then re7edit -our letter. Besides 6eing di**icult to read& misspelled 8ords
and grammar errors destro- the credi6ilit- and e**ecti+eness o* -our letter.
#. What are the $arts o% a letter? Wh do o! need to !nderstand the&? What
does ea'h $art do?
"NSWE': The heading o* the letter contains the *ull address o* the sender. (ost
companies ha+e letterhead 8ith this in*ormation alread- imprinted. The inside address
coincides 8ith the address that appears on the en+elope and contains the name& title
and address o* person to 8hom -ou are 8riting. The salutation adds a personal touch
to -our letter and should 6e consistent 8ith the 8hole tone. $nclude the addressee?s
name and courtes- title along 8ith the greeting. The body o* the letter is 8here -ou
8rite the purpose o* the letter. The complimentary close should 6e rele+ant to the tone
o* the letter and the salutation. "nd& -our signature should 6e hand 8ritten legi6l- 6elo8
the complimentar- close. Tr- to organi:e -our letter logicall-& maing smooth transitions
6et8een sentences
$t is important to understand the parts o* the letter 6ecause a 6usiness letter is an
o**icial document. Business letter is a *ormal document 8hich should 6e prepared in a
correct 8a- to 6e presented in *ront o* the pro*essionals.
(. What are the di%%erent %or&ats !sed in writing letters? When will o! !se a
$arti'!lar %or&at?
"NSWE': "s stated in the lecture& the di**erent *ormats o* letters are the *ollo8ing:
.. Full-Block Format77this is the most modern o* the *ormats and the one
most 8idel- used> its clean direct loo lends itsel* 8ell to technical communication& and
its simple +ertical *ormat tends to reduce the error rate since -ou simpl- do not ha+e to
6e concerned a6out hori:ontal spacing to indicate ne8 paragraphs.
0. Semi-Block Format 77the onl- di**erence 6et8een the semi76loc and the
*ull 6loc is that the alternate 6loc has a su6=ect line. The su6=ect line can sa+e time *or
the recei+er 6- in*orming her5him o* the purpose o* the letter.
@. Modified Block Format77modi*ied 6loc *ormat di**ers *rom *ull 6loc in
the placement o* the heading& date& complimentar- close& signature& and identi*ication
lines. These components should all start a6out hal*8a- across the page& and 6e aligned
1. Memo Format -- (emos are mainl- used *or inter7o**ice& institutional or
organi:ational communication> ho8e+er& increasingl-& the memo letter *ormat is 6eing
used *or *ormal& e9ternal communications as 8ell as in in*ormal& internal
communications. $* the memo is used *or inter7o**ice purposes& lea+e out the A#earA
salutation and the ABours trul-A complimentar- closure& and initial the memo to the right
o* -our name.
). What do o! need to re&e&*er in &a+ing letters %o'!sing on the $arts and
II. Ma+e a letter on the %ollowing sit!ations. ,ollow the %or&at and s!$$l the
ne'essar details-
A. .o! are selling o!r *ea!t $rod!'t/s to a '!sto&er
#. Ma+e a &e&orand!& on the 'ele*ration o% the 'o&$an0s %o!nding
anni1ersar 'ele*ration.
(. .o! are in1iting a (EO to *e the s$ea+er o% the se&inar o! are organi"ing.