Effective Business Writing

Prepared by:

Ms. Ma. Anna Corina G. Kagaoan Instructor College of Arts and Sciences

Objectives
At the end of the session, students must be able to: Know the principles of business correspondence; Understand how to write effectively; Determine the steps that need to be done to draft effective business letter; and Put into practice the ten (10) Cs of effective business letter.

Principles of Business Correspondence

Business writing is clear. It uses simple words, short sentences and paragraphs that are easy to understand. Words used are direct to the point. Business writing is formal. It is written in standard formal English. It refrains from using abbreviations. Business writing is objective. It conveys its message in a detached, impartial point of view. You dont express your personal feelings and opinions, youre just presenting the intended message. Business writing is factual and accurate. It gives only facts pertinent to the message of the letter. Business writing is contemporary. It is in a conversational tone.

10 Cs of Effective Business Letters

I. CLEARNESS immediate understanding of the letters message. Ways to achieve clearness: a.) think first then write you must think beforehand and figure out why you are writing and to whom you are writing. b.) use simple familiar expressions since your aim is to inform your readers, you should use simple words like possible instead of feasible. c.) omit wordiness avoid using unnecessary words that do not contribute to the clearness of message. d.) avoid jargon use words that are understood by the average readers that will not confused them. e.) keep your sentences and paragraphs short f.) use the active voicesubjectverbobject

10 Cs of Effective Business Letters

I. CLEARNESS Instead of procure utilize viable
Wordy according to the law affixed his signature a great length of time aimed at a large number of for the purpose of

Use get use workable

Clear legally signed long for many for

10 Cs of Effective Business Letters

II. CONCISENESS brief but complete in its idea. Ways to achieve: a.) eliminate unnecessary words (We wish to inform you that) we have already shipped your order for two (2) dozens of Soen blouses. b.) avoid redundancy or repetition of words with the same idea Please file (away) this letter. Big (In size) By (Means) at 7 p.m. (in the evening) c.) economize on adjectives The bombastic, graft buster, religious, faithful Ms. Santiago is having a sumptuous meal with friends and supporter, nibbling succulent, crisp-coated, fresh, delicious inihaw na bangus. BETTER: The graft buster Ms. Santiago is having a sumptuous meal of inihaw a bangus with her supporters.

10 Cs of Effective Business Letters

III. CONCRETENESS use definite words rather than general words. Abstract & general: We sell the best fabric. Concrete and specific: We sell yards of Vonnel that are soft, warm and inexpensive. Euphemistic cardiovascular accident custodial engineer senior citizen Concrete stroke janitor old people

Sexist language stewardess mankind

Preferred flight attendant humanity

10 Cs of Effective Business Letters

IV. COURTESY use positive expressions Use Instead of can cannot do do not success failure Avoid impossible unfortunately doubtful worried failure wrong Negative Our office is closed after 4 p.m. Positive Our office is open until 4 p.m.

10 Cs of Effective Business Letters

V. CONSIDERATION seeing every transaction of your readers point of view rather than your own point of view. The YOU ATTITUDE. Thinking and writing in terms of the readers and motivated by what the readers want and need.
Weak Revised : : I hope you respond to our questionnaire. (You) Please respond to our questionnaire. I think that you are a wonderful asset to our

Weak : department. Revised : Weak Revised : :

You are a wonderful asset to our department.

I am hoping that you will join the committee. (You) Please consider joining the committee.

10 Cs of Effective Business Letters

VI. CONSISTENCY has unity of ideas and purpose. Its parts are parallel and there are no unnecessary shifts in tense, subject, number, person. Incorrect : Listening is a skill that we should all improve. When you listen, I sometimes hear things that change my life. : Listening is a skill that I would like to improve. When I listen, I sometimes hear things that change my life.

Correct

10 Cs of Effective Business Letters

VII. COHERENCE quality of words to stick together to present a single idea and to ensure a smooth flow of thought. There should be logical organization of ideas, correct order of modifiers, correct use of transitional elements and parallel ideas. Ways to achieve coherence: a.) choose the pattern on logical organization i.) deductive generalization going to the details. ii.) inductive details to the generalization. b.) correct order of modifiers (adjective and adverbs) WRONG: In answering the telephone, politeness should be observed. RIGHT: In answering the telephone, you should be polite.

10 Cs of Effective Business Letters

VII. COHERENCE. Ways to achieve coherence: Connectives: Addition also too furthermore Attitude fortunately naturally in a sense
Reason because since as

Contrast but however nevertheless

Reference the former the latter the following

Cause and Effect thus therefore consequently

Summary in summary to sum up in conclusion Time then now next

Gen. to Specific in fact especially for instance

10 Cs of Effective Business Letters

VIII. CHARACTER refers to the personality of the writer as reflected in his writings. To achieve character in your letter, be original in your letter, in your style, use fresh, everyday expressions and use the personal pronouns.
Stereotyped Kindly advise I have to honor to inform you Modern Please let us know... I am pleased to inform you

Ways to achieve character:

a.) use personal pronouns use I, you, or we rather than the undersigned, or the writer. b.) make it personal/conversational Use Instead of We are replying to This is in reply to

10 Cs of Effective Business Letters

IX. COMPLETENESS provide complete information to save time, money and effort. a.) prepare all needed information b.) know the purpose of writing the letter c.) plan the letter to answer all questions of the reader d.) check letter form important details e.) aim for the desired response
X. CORRECTNESS it should be presentable in appearance. contents are free from typographical errors, errors in word selection, in dates and figures, capitalization, punctuation marks. it should stimulate your readers desire to read.

Five Steps for Effective Letter Writing

1. Determine your writing purpose. 2. Know your reader. 3. Outline/organize your message. 4. Write the first draft. 5. Edit your letter according to: Content and lay-out; Grammar; Clarity; Conciseness; and Style.