BUSINESS LETTER PART 1

Personal Letter vs. Business Letter

1. Nature

• Personal Letter:

  • Focused on personal interactions, such as greetings, birthdays, or catching up with friends.

  • Fully personal in nature—may address specific individuals or general audiences but maintains a personal touch.

• Business Letter:

  • Impersonal and universal in nature, aimed at achieving specific professional goals or conveying business-related information directly and professionally.

2. Purpose

• Personal Letter:

  • Exchanging personal or family-related news and information.

  • More informal; may convey emotions or personal anecdotes.

• Business Letter:

  • Focused on exchanging business-related information or concerns.

  • Typically serves a professional purpose, such as addressing concerns between students and teachers or relaying administrative memos.

3. Scope

• Personal Letter:

  • Limited in scope, focusing solely on personal shared knowledge.

  • Mutual understanding between the writer and recipient.

• Business Letter:

  • Broader in scope, can cover various business issues and information.

  • Often involves one-way communication or public clarification.

4. Structure

• Personal Letter:

  • Does not adhere to any official structure, allowing for flexible formatting and language.

• Business Letter:

  • Follows a clearly defined, officially recognized format that professionals can easily identify.

5. Formality

• Personal Letter:

  • Less concern for formal rules; can be casual with grammatical accuracy sometimes overlooked.

• Business Letter:

  • Must maintain formal tone, rules, and structure throughout the content.

6. Size

• Personal Letter:

  • Can vary in length; may be concise or lengthy, depending on personal stories being conveyed.

• Business Letter:

  • Generally concise and to the point, focused on delivering information efficiently.

7. Types

• Personal Letter:

  • Not easily categorized into types as personal letters serve individual purposes.

• Business Letter:

  • Can be categorized into various types, depending on the business context or communication objective.

8. Salutation

• Personal Letter:

  • More informal salutation, includes phrases like "my dear friend."

• Business Letter:

  • Formal salutation such as “Dear Sir” or “Dear Mr./Ms.”; obligatory in a professional context.

9. Language

• Personal Letter:

  • Language can be simple, emotional, and conversational, often telling stories.

• Business Letter:

  • Language should be clear, simple, and formal; avoids emotional expressions.

10. Copy Preservation

• Personal Letter:

  • Copy of the letter may or may not be preserved.

• Business Letter:

  • Should always be documented and preserved to maintain records and accountability in business communications.

11. Method

• Personal Letter:

  • Uses a direct approach; easygoing, reflecting familiarity with the recipient.

• Business Letter:

  • Direct and often persuasive method; follows a structured approach to influence decisions or convey information.

Effective Techniques in Business Letter Writing

Attention to the Reader's Viewpoint

• Use the "you" attitude to make the reader the focus of the letter instead of using an "I" attitude.

• Example of transformation from "I" to "You":

  • From "I was happy to hear..." to "Thank you for your assurance..."

Positivity in Communication

• Avoid starting or ending letters on a negative note, even when conveying unfavorable information.

• Reframe negative statements to maintain a positive tone.

Creating a Friendly Tone

• Use phrases like "It’s a pleasure to..." and express gratitude to make communications feel warm and inviting.

Making the Content Engaging

• Engage the reader's imagination through vivid descriptions and relatable scenarios, but remain objective.

Careful Language Use

• Be conscious of the impact of language and use it to create a positive experience for the reader.