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Chapter 2

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Franz Ronquillo
Franz Ronquillo

This document provides guidelines for writing effective business letters. It recommends that letters be courteous, friendly, sincere, and promote goodwill. Letters should create a favorable impression, consider the reader's perspective, and avoid harsh, dictatorial, or disrespectful language. The format and physical appearance of a letter helps create a good first impression. Substance involves conveying the intended message clearly, concisely, and completely without errors.

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? Creates favorable impression ? Appeals to the reader¡¯s point of view ? Correct in every detail ? Courteous, friendly and sincere ? Promotes goodwill ? Coherent and well-paragraphed ? Employs highly the business jargon
? Be always dignified, respectful and gracious. Never purposely hurt anyone¡¯s feeling. ? Never become so imbued with your own position or company¡¯s name that your letter sound pompous or dictatorial. ? Keep your letter as short as possible without appearing curt and refrain from using terms that your reader may not understand. ? Admit mistakes willingly. ? Always endeavor to realize that a person¡¯s ideas, feelings and problems, no matter how trivial, inconsiderate or unfair they may be, are important to him and should be considered.
? Never lose your temper, become impatient or irritable, or get into arguments. ? Resist the temptation to flaunt your company¡¯s rules and policies at your reader. Do not attempt to prove the recipient as thoughtless, careless, or wrong. ? Never write hasty, ill-advised note until you have time to cool off, or carefully study the situation. ? Never resort to name-calling even by interference. Never, ¡°talk down to¡±, or to your recipient. ? Try your best to create goodwill for your company with every letter you write.
? FORM ? consists of physical makeup of the letter ? SUBSTANCE ? involves the message of the letter The format of the letter is responsible in creating the ¡°first impression¡± which is important to the business letter since this has to create a favorable impression of its purpose is to be fulfilled.
? Clearness ? Conciseness ? Concreteness ? Completeness ? Correctness ? Consideration ? Courtesy
BASIC PARTS: OPTIONAL PARTS: ? Heading or Letterhead ? Attention Line ? Dateline ? Subject Line ? Inside Address ? Enclosure Notation ? Salutation ? CC Notation ? Body ? BCC Notation ? Complimentary Close ? Postscripts ? Signature ? Mailing Notation ? Reference Initials
Chapter 2

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Chapter 2

  • 2. ? Creates favorable impression ? Appeals to the reader¡¯s point of view ? Correct in every detail ? Courteous, friendly and sincere ? Promotes goodwill ? Coherent and well-paragraphed ? Employs highly the business jargon
  • 3. ? Be always dignified, respectful and gracious. Never purposely hurt anyone¡¯s feeling. ? Never become so imbued with your own position or company¡¯s name that your letter sound pompous or dictatorial. ? Keep your letter as short as possible without appearing curt and refrain from using terms that your reader may not understand. ? Admit mistakes willingly. ? Always endeavor to realize that a person¡¯s ideas, feelings and problems, no matter how trivial, inconsiderate or unfair they may be, are important to him and should be considered.
  • 4. ? Never lose your temper, become impatient or irritable, or get into arguments. ? Resist the temptation to flaunt your company¡¯s rules and policies at your reader. Do not attempt to prove the recipient as thoughtless, careless, or wrong. ? Never write hasty, ill-advised note until you have time to cool off, or carefully study the situation. ? Never resort to name-calling even by interference. Never, ¡°talk down to¡±, or to your recipient. ? Try your best to create goodwill for your company with every letter you write.
  • 5. ? FORM ? consists of physical makeup of the letter ? SUBSTANCE ? involves the message of the letter The format of the letter is responsible in creating the ¡°first impression¡± which is important to the business letter since this has to create a favorable impression of its purpose is to be fulfilled.
  • 6. ? Clearness ? Conciseness ? Concreteness ? Completeness ? Correctness ? Consideration ? Courtesy
  • 7. BASIC PARTS: OPTIONAL PARTS: ? Heading or Letterhead ? Attention Line ? Dateline ? Subject Line ? Inside Address ? Enclosure Notation ? Salutation ? CC Notation ? Body ? BCC Notation ? Complimentary Close ? Postscripts ? Signature ? Mailing Notation ? Reference Initials