5 businesswriting part1 150106013412 conversion gate02 (1)

8/19/2019 5 Businesswriting Part1 150106013412 Conversion Gate02 (1)

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Dr. Jocelyn I.Bartolata

Professor 4

BUSINESS LETTER

WRITING


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ALL ABOUT BUSINESS WRITING

What is a business letter

A business letter is a private writtencommunication desined to

accomplis! a certain purpose" suc!purpose ma# eit!er be to in$orm% &to

sa# somet!in important' or to

in(uence &to et a response" to et t!e


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THE CHARACTERITIC" A# E""ECTI$E B%I#E&'ETTER WRITE

*) +ave a wide understandin o$!uman be!avior) ,now t!e li-es

and disli-es o$ t!e person wit!w!om #ou deal wit!)

.) +ave a -een imaination" becreative) S!ow #our abilit# topresent a clear and accuratepicture o$ t!e t!in #ou want t!eot!er part# to accept)


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/) +ave aood

command o$

t!e Enlis!lanuae)

0ou s!ouldalwa#s be

sure t!at #ouare correct in

usae and$orm)

1) +ave aood senseo$ !umor)

+ave t!eabilit# tomanae#oursel$

intellientl#and

con2dentl# intimes o$

di3culties)



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4) +ave a ood 5udment) Base#our decisions on

w!at #ou t!in-about t!e ob5ectinstead o$ !ow

#ou $eel about it)6iew t!insob5ectivel#)


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THE EI(HT C) !" THE B%I#E 'ETT

*) 7LARIT0) T!is means clearness o$ ideas e8empli2ed w!ent!e letter accomplis!es t!e ob5ective in t!e samewa# t!at t!e writer would !ave accomplis!ed it

w!en p!#sicall# present)

9USE WOR:S T+AT T+E REA:ERS UN:ERSTAN:&S+ORT% ;A


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E8amples=

*) T!e mac!ine !as a tendenc# to develope8cessive and unpleasant audio s#mptoms w!enoperatin at elevated temperature)

This machine tends to get noisy when it runs hot.

.) T!e conclusion ascertained $rom aperusal o$ pertinent data is t!at a

lucrative mar-et e8ists $or t!e product)The data studied showed that the product is ingood demand.


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9USE LEGAL WOR:S WIT+ 7AUTION% BETTER 0ET A6OI: T

E8amples=

*) T!e land ad5acent t!ereto will be a>ected)

The adjacent land will be afected.

.) Enclosed !erewit! are pertinent documents)

Enclosed are pertinent documents

7LARIT0


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9 A6OI: USE O; 7A


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E@ER7ISE= Replace t!e underlined word wit! a s!orterand more $amiliar word to ac!ieve clarit#)

*) We must terminate !is emplo#ment as aconseuence o$ !is ine3cienc#)

.) T!is antiuated computer !as to be replaced)

/) T!is procedure is ine>ective in t!e contemporar# business s#stem)

1) :iscontinue reportin to wor- i$ #ou are not determined to succeed)

4) :emonstrate to #our supervisor !ow #ou intend to

present t!e report)


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.) 7ON7ISENESS)

T!is means completeness o$ ideawit! t!e use o$ t!e $ewest number

o$ words possible)E8amples=*) +e criticied ever#one !e came i

+e criticied ever#one !e

.) I$ #ou are not satis2ed% return it

I$ #ou are not satis2ed% re


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E8ercise= Restate t!e $ollowin to ac!ieveconciseness=

*) Wit! t!e new boss% I !ope m#ent!usiasm remains to continue).) We are sendin #ou a c!ec-in t!e amount o$ C!p.DD%DDD)DD/) I !ope to $ollow in t!e bac- o$m# $at!er w!o was Wor-er o$ t!e 0earF at


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/) 7ON7RETENESS)

T!is is t!e use o$ s!ort% $amiliar% vivid% speci2cwords t!at appeal to t!e senses)


E8amples=

A sini2cant loss

Good attendance record

A 4/ percent loss

*DD percent attendance recor


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E8ercise) Substitute t!e $ollowin wit! concrete words=

9 T!e ma5orit#

9In t!e near $uture

9 T!e leadin compan# ?


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1) 7ONSI:ERATION)

T!is means ta-in t!e H#ou?approac!)F 0our letter s!ould stress ideas w!ic! suestbene2ts to t!e reader rat!er t!an t!esender)

E8amples=

*) We are sorr# but t!ere is not!in more we can do)

Please send us your payment as soon as possible.

.) Clease send us #our pa#ment immediatel#)

We assure you o our desire to help.


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4) 7OURTES0)

T!is means t!e use o$ politee8pressions to s!ow respect) 0oumust observe all rules o$ basic

courtes#% avoid statements t!atindicate irritation% bad temper andsuspicion% and strive $or

e8pressions t!at s!ow a


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E8amples=

*) We are surprised at #our criticism

We are pleased that you calledour attention to our product.

.) Will #ou please send pa#ment w!i

May we hae your payment by !e


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E8ercise= Restate $or courtes#%consideration andc!eer$ulness=

*) I am tired o$ wastin mone#and stamps to remind #ou o$#our overdue account)

.) We are at a loss to

understand #our criticism o$


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J) 7+EER;ULNESS)

T!is is t!e use o$ positive

e8pressions t!at sinal livel#dispositions in li$e)Example%

We hae wasted so much moneyon letters to remind you&.

T!is is a $riendl# reminderK


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) 7ORRE7TNESS)

T!is means accurac# o$ $acts%2ures% spellin% rammar%$ormat% etc)


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M) 7+ARA7TER)

T!is means #ourindividualit#) As a writer%s!ow #our own st#le or

uniueness in writin)E8press #oursel$ in t!elanuae #ou would use

w!en conversin wit! t!e


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Examples%Enclosed herewith is a brochure

about which you make in'uiry.Enclosed is t!ebroc!ure #ou as-ed

about)( deem it adisable&I suestK

)oping this meets with your approalI !ope #ou approveK


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A7TI6IT0 *=Caper and

Cencil 7!ec-

wit! BoardWor-


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T+E SI@ ESSENTIAL CARTS

*) +eadin) T!is ives primar# in$ormation

about t!e writer= name and

address o$ t!e compan#and pre$erabl# t!e p!onenumber" and secondar#=

loo% motto% list o$ o3cers)

T!ere are two t#pes o$!eadin s=


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.) Inside Address)

T!is contains t!e name and address o$ t!e personto w!om #ou address t!e letter)


9


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/) Salutation)

T!is is written two spaces below t!e inside address)It is $ollowed b# a colon in a $ormal letter andcomma in a $riendl# letter)


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1) Bod#)

T!is contains t!e messae w!ere t!e M 7Ps o$ t!e

business letter are re(ected) 0ou s!ould write t!emessae sinle?spaced wit! double spacinbetween pararap!s e8cept in ver# s!ort letters)


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4) 7omplimentar# close)

It is usuall# written two spaces below t!e last lineo$ t!e bod#% midwa# between t!e le$t Q ri!tmarins)

E8amples=


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J) Sinature)

0ou write t!is $our spaces $rom t!e complimentar#

close) It contains #our name &writer' and #ourbusiness title)


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;OR


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;OR


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;OR


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;OR


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A7TI6IT0 .=

Group Wor-wit! Ceer

Editin


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RE6IEW ON T+E

ESSENTIALSO; GRA


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7O


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7O

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