Principles of

Correspondence
Module 4
COMM 222 – Writing in the Discipline
Lesson 1: Nature, Definition and Importance of
Business Letters
• Business Correspondence
- the communication or exchange of information or ideas through letters
in order to inform, persuade, motivate, negotiate, and/or promote.
- Business correspondence is a process of communicating between two
or more persons for business propositions, exchange of business
information or ideas, and other related activities.
Lesson 1: Nature, Definition and Importance of
Business Letters
Characteristics:
1. Clarity
2. Conciseness
3. Consideration
4. Courtesy
5. Concreteness
6. Cheerfulness
7. Correctness
8. Character
Lesson 1: Nature, Definition and Importance of
Business Letters
Importance of Business Correspondence
1. Establish and keeps good business relationship.
2. Saves time and energy.
3. Serves as record and evidence.
4. Promotes goodwill.
Lesson 2: Business Letter

• Qualities of a Good Business Letter

 Complete
 Should possess internal qualities of language and presentation
 Language should be simple and clear
 Statements should be clear and free from errors
 Organized information
 Impressive
Lesson 2: Business Letter

• Qualities of a Good Business Letter

External Quality:
 Paper
 Fold
 Envelope
Lesson 3: Parts of the Business Letter

1. Heading - contains the business name, business address, email address,

telephone number, fax number, trademark and logo of the business.
Example:
Lesson 3: Parts of the Business Letter

2. Date - It is always proper to write the name of the month instead of the
abbreviation to avoid confusion.
Example:
Lesson 3: Parts of the Business Letter

3. Reference – contains the letter number, department sending the letter and
date.
Example:
Lesson 3: Parts of the Business Letter

4. Inside Address - contains the letter number, department sending the letter
and date.
Example:
Lesson 3: Parts of the Business Letter

5. Subject-- indicates the purpose or the matter being written about. .

Example:
Lesson 3: Parts of the Business Letter

6. Salutation – has common forms such as: a. Sir/Madam: formal and

official, b. Dear Sir/Madam:, and c. To Whom It May Concern
Example:
Lesson 3: Parts of the Business Letter

7. Body of the letter - contains the actual message and is divided into:
 Introductory part - draws the attention to previous correspondences or
references.
Lesson 3: Parts of the Business Letter

7. Body of the letter - contains the actual message and is divided into:
 Main part - contains the subject matter or purpose of the letter.
Example:
Lesson 3: Parts of the Business Letter

7. Body of the letter - contains the actual message and is divided into:
 Conclusion -may reflect the sender's intentions and expectations as well as
expressions of gratitude..
Example:
Lesson 3: Parts of the Business Letter

8. Complimentary close must coordinate with the salutation:

• Dear Sir/Dear Madam Yours faithfully
• Dear Mr. Garcia Yours sincerely
 Other forms of complimentary closure:
 Respectfully yours (very formal),
 Sincerely yours (typical, less formal)
 Very truly yours (polite, neutral),
 Cordially yours (friendly, formal).
Lesson 3: Parts of the Business Letter

9. Signature - should be handwritten and legible. The name of the sender

should be reflected below the signature, and below the name is the
designation.
Example:
Lesson 3: Parts of the Business Letter

10. Enclosure - lists documents attached with the letter.

11. Copy circulation (C.C.) - lists persons that received copies of the letter
aside from the addressee.
12. Post Script - is used only when sender would add information not
presented in the body of the letter.
Lesson 3: Parts of the Business Letter

Two main forms: Memos and letters

1. Content heading (used in memos and e-mails only)
a. To: -indicate the full name and position of the intended recipient of the memo.
b. b. From: - indicate the full name and position of the sender, including handwritten initials.
c. c. Date: - indicate date of preparation or signing.
2. Subject - short and clear title that summarizes the main purpose of the
memo/e-mail; it should be capitalized. A subject line (e-mails only) is
sometimes included below the salutation.
Lesson 3: Parts of the Business Letter
Lesson 3: Parts of the Business Letter

In using e-mails, senders are advised to:

 make it a habit to observe correct spelling and grammar regardless of whom the e-mail is being sent to
 avoid the use of ALL CAPS (except ONLY in the subject line) as this is recognized as shouting in the
internet world.
 use italics to highlight significant information or ideas; refrain from using emoticons (e.g.) or hashtags
(ie.,) since they make the message unprofessional or informal, and
 double-check the receiver/s that you send only to those you intend to. Since emails are very easy to
facilitate, many people accidentally send them to unintended receivers, sometimes causing them trouble.
Remember also to send e-mails only when it is needed and should not be used to replace personal or face
to face interaction.
Lesson 3: Parts of the Business Letter

Writing Memos (short for memorandum/memoranda) - are used for inter-office communication. They present
the most important details readily and should be free from unrelated or unnecessary information.
Basic guidelines:
The standard heading shall contain:
1. TO: (recipient or recipients; office or departments) FROM: (sender, position, and if printed, initials)
DATE: (date of preparation or signing) SUBJECT or RE: (title of the memo; it mentions the situation the
memo will address) 2. The content should follow this structure:
2. SITUATION/PROBLEM - an introduction or the purpose of the memo followed by a description of the
issue at hand. SOLUTION/ACTION the steps needed to resolve the problem and how they are to be
carried out. CLOSING end with a polite expression; provide a contact number where the recipient/s can
reach you and offer to answer any question that may arise.
 Lesson 4: Types of Business Letter

1. Letter of Inquiry -
2. Quotation Letter
3. Order Letter
Pointers in Writing Order Letters:
 An order letter should be written as soon as the decision for purchase has been made.
 The company with whom the order is being placed should be given enough time to execute the order.
 The letter should indicate the product code or item number, the size and quantities being ordered.
 The date when the order letter is being generated is very important because it identifies when the order was placed
 If the order is being placed by a company, then it should be in a purchase order format.  The mode of delivery should be
identified as well as the payment mode.
 Lesson 4: Types of Business Letter

4. Tenders
5. Sales Letter
6. Claim and Adjustment Letter
7. Job Application Letters
 Lesson 5:Format of the Business Letter

1. Block Format - the entire letter is left justified and single spaced except for a double space
between paragraphs.
2. Modified Block - the body of the letter and the sender’s and recipient’s addresses are left
justified and single-spaced. However, for the date and closing, tab to the center point and begin
to type.
3. Semi-Block - It is much like the modified block style except each paragraph is indented instead
of left justified.
Factors to consider:
 Font
 Punctuation