ENG MIDTERMS NI

Business Correspondence

- It is an umbrella term for all written communication used in business relationships with business partners after internal communication in the organization.

- It strengthens the business.

Business Letter

- Is a formal document, with a set of structure and has a very defined format.
- more formal than a personal letter.

Business Linkages

- external connections.

Internal Communication

- communication within the organization. (ex: teachers receiving a letter from the dean)

Maintaining a proper relationship

- It is not always possible for any business or organization to reach to any person in particular.
- This will cost any business. Here, the business correspondence will be a rescue for any business.
- It helps in ___________________________ between the parties.
- It also helps in the internal communication.

- It makes communication within the organization more clear and precise.
Examples:
- Congratulatory Letter
- Letter for General Assembly/Meeting
- Contracts

Serves as a evidence

- Any written form of communication ___________.
- A business correspondence helps the person in a business to keep a record of all the facts. These written records will _______________.
Examples: Payslip, Receipts, etc.

Create and Maintain Goodwill

- It helps to __________________________ between a business and a customer.
- Any letter to enquire, complaint, suggestion or feedbacks helps a company to grow and maintain goodwill.
Examples: feedbacks/rating a product or service

Formal Communication

- A business communication serves as a ___________________ between two persons.
- It may be a seller and a buyer or It can be between an employee and the employer.
- The language used is formal and logical.
- It helps in removing the ambiguity and the doubts of the person involved in the business.
- The ______________________ in business is followed and acceptable
- Courtesy (greetings first)
- Be polite (for formality)

Helps in the expansion of business

- A business correspondence helps a business to achieve the set goal. It also ensures the ______________________.
- With no waste of time and proper utilization of manpower and resources, a business can expand.
- Any information regarding some resources or any product or market can be easily done.

- Even the news of the _____________ can be spread by it.
Example: Fliers, brochures, social media

Inner Quality

- Refers to the quality of language used and the presentation of business letter

Clear, Simple, Concise, Concrete, Accurate, Coherent, Complete, Relevant, Courteous, and Neatness.

What are the inner qualities of a business letter?

Clear

- The language used in the business letter must be _______.
- It helps the receiver to understand the message immediately, easily and clearly.
- Any ambiguity will lead to the misinterpretation of the message stated.

Simple

- The Language used in the business letter must be ______ and easy.
- One must not write a business letter in difficult and fancy word.
- ________instead of fancy

Concise

- The message written in the letter must be ________and to the point.

Concrete

- the message is written must be _______ and specific.
- By using ________ Language a reader will have a clear picture of the message.
- no confusion or other meaning.

Accurate

- One must always check for the ____(1)__ of the business letter.
- _____(1)____ generally means no error in the grammar, spelling, punctuation's, etc.
- _____(2)____ personnel should be targeted for communication.

- 1

Correct

- One must always check for the ____(1)__ of the business letter.
- _____(1)____ generally means no error in the grammar, spelling, punctuation's, etc.
- _____(2)____ personnel should be targeted for communication.

- 2

Coherent

-The language used in the business letter must be _________.
- The message must be in a logical way for the clear understanding of the message.
- The flow of message must be consistent.

Complete

- One must write a _______message.
- It helps the reader to know about the issue and the solution to be taken.
- It should provide all the necessary information.
- One must also keep in mind that the message should be concise along with the ___________ details.

Relevant

- The letter should only contain important information.

- Irrelevant information should not be included and avoided in any business correspondence.

Courteous

- The language used in the business letter must be ________.
- A writer must always use open, friendly, and honest wording in his letter.

- It does not mean one must use slang and abusive word.
- One must always add the words like please, thank you, etc.

Neatness

- A business letter must be neatly typed or handwriting.
- Proper spacing, indention, and use of paragraph, should be used.

six parts

how many optional parts does a business letter have?

one inch all sides or edges

what are the margins of a business letter?

8.5x11

What paper size does a business letter use?

stationary paper

- A business letter is a ___________________________ with no designs and lines

Heading/Letter Head

- Contains return address (usually 2 or 3 lines) with the date on the last line
- Specific used for letters
- General term for any information written on top
- Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax numbers, E-mail address or something similar
- Often a line is skipped between the address and date.
- It is not necessary to type the return address if you are using stationery with the return address already imprinted.
- Always include the date also referred to as the dateline
- Format: (September 25, 2020)

Name of the company of the sender

What is the 1st line of a Heading or letter head?

Address

What is the 2nd line of a Heading or letter head?

Email and Contact number

What is the 3rd line of a Heading or letter head?

Inside Address (receivers info)

- Information of the receiver.
- This is always on the left margin.
- The address you are sending your letter to.
- Complete as possible
- An _____________ also helps the recipient route the letter properly and can help should the envelope be damaged and the address becomes unreadable.
- Include titles and name if you know them
- Always or left margin, if an 8.5 x 11 paper is folded in third to fit in a standard 9inches business envelope, the _____________ can appear through the window in the envelope.
- Skip a line after the heading before the ____________. Skip another line after ____________ before the greeting.

Window Envelope

If an 8½" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.

Salutation

- also called the "Greetings"
- Always formal, it normally begins with the word "Dear" and always includes person's last name
- It normally has a title.

- Use a first name only if the title is unclear - for example you are writing to someone named "Nathalie" but do not know whether the person is male or female.

colon

- The greeting in a business letter always ends in a _________

comma

- The greeting in a personal letter always ends in a _________

Body

- the _____ Is the Meat of your letter.
- The _____ is written as text.
- Depending on the letter style you choose, paragraphs may be indented.
- For block and modified block letter format single space and aligned left justify each paragraph.
- Be sure to leave a blank line between each paragraph, regardless of format.
- Skip a line from greeting to body and leave a space between body and closing.
- Skip a line between the body and the close.

Business

- _______________ letter is never hand written. (Unless the receiver requires you to)

Complimentary Close

- This short, polite closing ends with a comma
- Either at the left margin or its left edge is in the center, depending on the format that you use.
- Begins at the same column of the heading does.
- The Block Style is becoming more widely used because there is no indenting to bother with in the whole letter.

Signature Line/Block

- Skip two/three lines (unless you have unusually wide or narrow lines) and type out the name to be signed
- Customarily includes middle initial but does not have to.
- A person may indicate how they wish to be addressed by placing miss, mrs, mr. or similar title in parenthesis before their names
- The signature line may include a second line for title, if appropriate
- The term "By direction" in the second line means that a superior is authorizing the signer.
- ______________ should start directly above the first letter of the signature line in the space between the close and the signature line.

_______________ <------- (what is this part?)
Name
Position, Name of Company

Use Blue or Black ink.

what ink color should you use in signature?

Acknowledgement Letter

- Professional courtesy, meant to acknowledge the recipient of something, or to acknowledge a fact or an error.
- It usually entails a short detail of the day something arrived and a note of thanks.
- Acknowledgment messages are automatic messenger replies used by bigger companies.

Complaint Letter

- Are meant to bring the notice an error or a defect.
- They could be applicable to a company or an individual, and they typically seek a redress or adjustment.
- They are generally descriptive with a formal tone that should express displeasure, but the tone that should not be overly angry.
- You should address the problem and try to offer solution to rectify the situation.

Inquiry Letter

- These are letter of request for something or a response to a request sent by someone.
- The purpose of the letter is to obtain the information or object requested.

Order Letter

- Also known as purchase orders, these letters are used to order, these letters are used to order or buy materials.
- Essentially documenting a transaction between buyer and seller, this is a legal document.

Response Letter

- These are in response to a received letters.
- They are generally list the fulfilling of a request or detail steps taken to fulfill a request made by someone.

Congratulatory Letter

- These are "Good News" Letters and are fairly easy to write.
- Such letters are used to encourage or reward an employee, business associate, or a consumer.
- Such letters are "Goodwill-Building" exercise and are written to build or strengthen any business relationship.

Bad News Letters

- Opposed to the "good news" Letter, such as dismissal and rejection letters need to be handled carefully.
- In a _______________, instead of conveying the bad news to the reader outright, you need to place it in the "middle of the next"

Letter of Request

- As the name suggests, these are letters sent to a company or professional seeking help. One could be asking for time, services, or products.
- The fact is that when you ask for someone's help, you are subliminally potentially putting yourself lower than the other person.

Memos

- Most-common form of business communication is _________________, though they provide information similar to a letter.

- They are very different in their format.

Executive Summary

- The name suggests, an __________________ is a shorter and concise version of a longer document.
- ______________________ are meant to be read quickly.

Recommendation Letter

- Sometimes requested from former co-workers that are seeking a letter to go to a new or potentially new employer.
- They also can be sent to school or other such entities.
- They usually are employment references, character, or academic references.

Block, Modified Block, and Semi Block Styles.

Three Main styles of a business Letter:

Block

- The most popular and common lay out for a business letter is called a _________ format.
- In this format the entire letter is justified to the left and single spaced all throughout in a paragraph
- In this format, the entire letter is justified to the left and single spaced except for a double spaced between paragraphs.
- The heading except the dateline is in the top center of the letter.
- From the dateline, it is justified to the left.
- It is single space all throughout plus 1 or 2 spaces in between parts. Within paragraph (single space), between paragraphs (double space).
- Signature block (1-3 spaces)

Block

What type of layout of business letter?

Modified Block

What type of layout of business letter?

Semi Block

What type of layout of business letter?

left side.

- For all formats the inside address and the salutation are always on the _______________.

Modified Block

- Popular type of business letter.
- The body of the letter and the sender’s and recipient’s addresses are left justified and single spaced.
- However, in this format, the date and closing are tabbed to the center point.
- no indention
- Complementary close, signature block are aligned to the center/aligned to the heading.

Semi-Block

- "Not Popular"
- Least used style.
- Is indented instead of left justified.
- The heading/letterhead is on the right side but the left side is justified.
- It has indention.