a. wide understanding of the human behaviour
b. keen imagination
c. good command of the English language
d. sense of humor
e. good judgment
Characteristics of a Business Letter
1. Clarity – clearness of the idea
2. Conciseness - completeness of idea with the use of the fewest number of words possible
3. Consideration – taking the “you” point – of – view
4. Courtesy – the use of polite expressions to show respect
5. Concreteness – the use of vivid, specific words that appeal to the senses
6. Cheerfulness – the use of positive expressions that signal lively dispositions in life
7. Correctness – accuracy of facts, figures, spelling, grammar, format, etc.
8. Character – shows the writer’s own style or uniqueness in writing
Parts of a Business Letter
1. Heading - It first part of the business letter. It gives to kinds of information about the writer: the primary of information which refers to the name, address, and telephone number of the company, and the secondary which gives other information about the writer like the nature, logo, motto, and list of officers of the company. If the heading is placed at the top most middle part of the paper, and is presented in a decorative or extraordinary style, it is considered a modern style of heading. Letterhead is the term used for this kind of heading. But if the heading is at the upper right side of the paper, it is thought of as a traditional heading where only the address and the date are stated.
2. Inside address – This is the second part of the letter where you see the name and address of the person to whom the letter is addressed. These information are about the addressee must be contained in only 3 to 4 lines with the first line occupying the name plus the position of the addressee in the company he’s working for, and the second and third lines for his exact address.
The position of the addressee may be placed right after the name in the first line. A comma is used to separate it from the name. It can also be placed in the second line together with the name of the company where the address is employed.
3. Salutation or Greeting
Coming two spaces after the Inside Address is the third part of the letter which is the Salutation. Since its purpose is to cheer up the addressee, it is also called Greeting.
A colon is used after the Salutation in a formal letter, a comma in a friendly letter. Capitalize the first word and the name mentioned in this part of the letter.
4. Body
This forms the longest and most important part of the letter. It is here where you present your ideas or messages to the addressee. All the qualities of a good business letter correspondent and the 8 Cs should be reflected in the body of the letter.
You should give particular attention to the opening sentence of the body for this is your way of attracting the attention of the receiver/reader. Likewise, the last sentence of the body is necessary because this is the means by which you will win him to your side or getting his final decision on whatever you’re offering. Avoid using the present participle form like hoping, trusting, and believing to end your letter. Instead, use I hope, I trust, I believe, etc.
5. Complimentary Close
Following the body is the complimentary close that consists of two or three words. In comparison to the Salutation, this part also uses expressions that observe certain degrees of formality.
Very respectfully yours, – most formal
Respectfully yours, - more formal
Very truly yours,
Truly yours, - formal
Sincerely yours,
Friendly yours,
Always, - informal
Lovingly yours,
In writing the complimentary close, capitalize only the first word and punctuate it with a comma. A comma is the only punctuation mark you can use after the complimentary close.
6. Signature
This consists of the signature of the writer which is of two kinds: penned signature and printed. To give enough space for the penned that appears over the printed signature, you have to allot four spaces between the complimentary close and the printed signature. Sign in your usual way.
7. Notations
This last portion of the letter is placed two spaces after the complimentary close, but it should be aligned with the left margin, not below the complimentary close. Notation may be one, two, or all of the following:
a. Identification Initials – These are the initials of the letter sender, typist, or transcriber that may appear this way:
Rey John Castro (letter sender) and Ar Jay Villanueva (typist)
RJC/AJV RJC – AJV RJCAJV RJC:AJV
b. Enclosure – Two spaces below the identification initial is the Enclosure. This explicitly states important documents attached to the letter like cheques, TORs, pictures etc.. Use Enc. for attached papers or bcc (blind copy) to show that a letter was sent to another person but the name of this person is not revealed in the letter. the secret identity of the receiver makes some peopel cal such a blind copy.
Example:
RJC:AJV
Enc.
1. 4 pictures
2. cheque
c. Postscript or P.S. - To emphasize something explicitly stated in the body of the letter, you can use P.S. two spaces below the identification initials.
Example:
rjc:ajv
P.S.
The pictures and the cheque are in the red thin envelope.
