The Characteristics of a Business Letter Writer.The 8 Cs of Business Letters

1. Dr. Jocelyn I. Bartolata
Professor4
BUSINESS LETTER
WRITING

2. ALL ABOUT BUSINESS WRITING
What is a business letter?
A business letter is a private written
communication designed to accomplish a certain
purpose; such purpose may either be to inform,
(to say something important) or to influence (to
get a response; to get the reader to act favorably)
or both.

3. THE CHARACTERISTICS
OF AN EFFECTIVE BUSINESS-LETTER WRITER
1. Have a wide understanding of human
behavior. Know the likes and dislikes of
the person with whom you deal with.
2. Have a keen imagination; be creative. Show
your ability to present a clear and accurate
picture of the thing you want the other party
to accept.

4. 3. Have a good
command of the
English
language. You
should always
be sure that you
are correct in
usage and form.
4. Have a good
sense of humor.
Have the ability
to manage
yourself
intelligently and
confidently in
times of
difficulties.
THE CHARACTERISTICS
OF AN EFFECTIVE BUSINESS-LETTER WRITER

5. THE CHARACTERISTICS
OF AN EFFECTIVE BUSINESS-LETTER WRITER
5. Have a good
judgment. Base your
decisions on what you
think about the object
instead of how you feel
about it. View things
objectively.

6. THE EIGHT C’S OF THE BUSINESS LETTER
1. CLARITY.
This means clearness of ideas exemplified when the letter
accomplishes the objective in the same way that the writer would
have accomplished it when physically present.
•USE WORDS THAT THE READERS UNDERSTAND
(SHORT, FAMILIAR WORDS).

7. Examples:
1. The machine has a tendency to develop excessive and
unpleasant audio symptoms when operating at elevated
temperature.
This machine tends to get noisy when it runs hot.
2. The conclusion ascertained from a perusal of
pertinent data is that a lucrative market exists for the
product.
The data studied showed that the product is in good demand.

8. •USE LEGAL WORDS WITH CAUTION, BETTER YET AVOID THEM.
Examples:
1. The land adjacent thereto will be affected.
The adjacent land will be affected.
2. Enclosed herewith are pertinent documents.
Enclosed are pertinent documents
CLARITY

9. • AVOID USE OF CAMOUFLAGED-VERBS.
CLARITY
Examples:
1. Application of the mixture was accomplished.
2. Control of the water was not possible.
They applied the mixture.
They could not control the water.

10. EXERCISE: Replace the underlined word with a shorter and more
familiar word to achieve clarity.
1. We must terminate his employment as a consequence
of his inefficiency.
2. This antiquated computer has to be replaced.
3. This procedure is ineffective in the contemporary
business system.
4. Discontinue reporting to work if you are not
determined to succeed.
5. Demonstrate to your supervisor how you intend to
present the report.

11. THE EIGHT C’S OF THE BUSINESS LETTER
2. CONCISENESS.
This means completeness of idea with the
use of the fewest number of words possible.
Examples:
1. He criticized everyone he came in contact with.
He criticized everyone he met.
2. If you are not satisfied, return it back to us.
If you are not satisfied, return it to us.

12. Exercise: Restate the following to achieve conciseness:
1. With the new boss, I hope my
enthusiasm remains
to continue.
2. We are sending you a check in the
amount of
Php200,000.00
3. I hope to follow in the back of my father
who was
‘Worker of the Year” at Goodfound
Cement

13. 3. CONCRETENESS.
This is the use of short, familiar, vivid, specific words that
appeal to the senses.
THE EIGHT C’S OF THE BUSINESS LETTER
Examples:
A significant loss
Good attendance record
A 53 percent loss
100 percent attendance record

14. Exercise. Substitute the following with concrete words:
•The majority –
•In the near future –
•The leading company -

15. THE EIGHT C’S OF THE BUSINESS LETTER
4. CONSIDERATION.
This means taking the “you-approach.” Your letter
should stress ideas which suggest benefits to the reader
rather than the sender.
Examples:
1. We are sorry but there is nothing more we can do.
Please send us your payment as soon as possible.
2. Please send us your payment immediately.
We assure you of our desire to help.

16. THE EIGHT C’S OF THE BUSINESS LETTER
5. COURTESY.
This means the use of polite expressions to
show respect. You must observe all rules of
basic courtesy, avoid statements that indicate
irritation, bad temper and suspicion, and
strive for expressions that show a willingness
to help or to understand.

17. amples:
We are surprised at your criticisms about our produc
We are pleased that you called our
attention to our product.
Will you please send payment which is long overdue
May we have your payment by December 15?

18. Exercise: Restate for courtesy,
consideration and cheerfulness:
1. I am tired of wasting money and
stamps to remind you of your overdue
account.
2. We are at a loss to understand your
criticism of Mayon Cement which you say
you recently purchased.

19. THE EIGHT C’S OF THE BUSINESS LETTER
6. CHEERFULNESS.
This is the use of positive expressions
that signal lively dispositions in life.
Example:
We have wasted so much money on letters
to remind you….This is a friendly reminder…

20. THE EIGHT C’S OF THE BUSINESS LETTER
7. CORRECTNESS.
This means accuracy of facts, figures,
spelling, grammar, format, etc.

21. THE EIGHT C’S OF THE BUSINESS LETTER
8. CHARACTER.
This means your individuality. As a
writer, show your own style or
uniqueness in writing. Express
yourself in the language you would
use when conversing with the reader;
using fresh expressions and
everyday words and phrases. Be

22. Examples:
Enclosed herewith is a brochure about which
you make inquiry.
Enclosed is the brochure you
asked about.
I deem it advisable…
I suggest…
oping this meets with your approval…
I hope you approve…

23. ACTIVITY 1: Paper
and Pencil Check
with Board Work

24. THE SIX ESSENTIAL PARTS
1. Heading.
This gives primary information about
the writer: name and address of
the company and preferably the
phone number; and secondary:
logo, motto, list of officers.
There are two types of headings:
a. Traditional
b. Letterhead

25. 2. Inside Address.
This contains the name and address of the person to whom you
address the letter.
THE SIX ESSENTIAL PARTS
•Miss unmarried woman
•Mrs. Married woman or widow
•Mr. A man without special title
•Messrs. Plural for Mr. (before the name of a Law
firm)
•Reverend A clergyman
•Dr. With doctorate degree
•Professor One who has attained the rank of a
professor
•Honorable Cabinet officer, senator, representative,
governor, mayor, ambassador, judge

26. THE SIX ESSENTIAL PARTS
3. Salutation.
This is written two spaces below the inside address. It is followed
by a colon in a formal letter and comma in a friendly letter.
Most formal Sir, Madam (Mesdames for
plural)
More formal Dear Sir, Dear Madam
Formal Dear Mr. Appari, Dear Mrs.
Bellena
Informal Dear Josh, Hi, Indie!
Gentlemen: a company of both men and
women

27. THE SIX ESSENTIAL PARTS
4. Body.
This contains the message where the 8 C’s of the business letter are
reflected. You should write the message single-spaced with double
spacing between paragraphs except in very short letters.

28. THE SIX ESSENTIAL PARTS
5. Complimentary close.
It is usually written two spaces below the last line of the body,
midway between the left & right margins.
Examples:
Most formal Very respectfully yours
More formal Respectfully yours
Formal Very truly yours, Truly yours,
sincerely yours
Informal Friendly yours, always, lovingly
yours

29. THE SIX ESSENTIAL PARTS
6. Signature.
You write this four spaces from the complimentary close. It
contains your name (writer) and your business title.

30. FORMATS
PURE/FULL BLOCK

31. FORMATS
SEMI-BLOCK

32. FORMATS
MODIFIED BLOCK

33. FORMATS
MEMO FORMAT

34. ACTIVITY 2: Group
Work with Peer
Editing

35. REVIEW ON THE ESSENTIALS
OF GRAMMAR AND USAGE

36. COMMONLY MISUSED WORDS AND PHRASES
Exercise. Determine the error/s in the following
sentences. Do the necessary corrections.
1. Your jewelries and other luggages will be taken cared of by your
assistant.
2. We would appreciate it if you could be present in your routinary
meeting for trainors.
3. The applicants will please fill out the entire form irregardless of
position applied for.
4. He was caught unaware despite of precautions.
5. One of the faculty member requests for student assistants.

37. COMMONLY MISUSED WORDS AND PHRASES
6. He could not cope up with difficulties; the reason is because
he is not used to failures.
7. I was totally unawares that somebody has filled in her glass
with hot water.
8. I am submitting this proposal as a routinary output with
regards to the seminar I recently attended.
9. I am confident; the reason is because I am now a full-pledged
journalist.
10. Try to cope up with the difficulty of the next set.