"the modern business letter"

The Modern Business Letter

Chibi

1. It Carries a message of Importance.

Missions

Every good business letter carries a message of importance to its reader.

Chibi

He who receives your letter must actually feel that his “yes” or “no” to what you propose is a matter of no little importance to him.

2. It must deliver the message promptly.

Missions

A good business letter must do vastly more than merely carry a message.

Chibi

It must deliver that message promptly and without fail.

3. It should sell either goods or goodwill, or both or pave the way for future business..

Missions

Every business letter should be fundamentally a sales letter.

Chibi

It’s purpose should be to sell either goods or goodwill, or both.

4. It is a business -getter.

Missions

The importance of the business letter as a stabilizer of old business and as a producer of new business is firmly established.

Sto. Tomas

Today, in numerous business, the place of the expensive, personal representative or salesman is taken by the letter.

Several factors:

Missions

1. Less expensive

Sto. Tomas

2. Persistent3. Inoffensive4. Controllable

1. Less expensive

Missions/ Several Factors

The entire cost of the letter in material, time, and preparation is only a fractional part of the travelling man’s salary and expense.

Sto. Tomas

2. Persistent

Missions/ Several Factors

It’s well-timed calls may be made frequently-persistently.

Sto. Tomas

It does not need to wait in any ante-room for an interview; the written communication gets prompt attention.

3. Inoffensive

Missions/ Several Factors

It is not likely to offend or make itself obnoxious, as an over-ambitious salesman.

Sto. Tomas

4. Controllable

Missions/ Several Factors

He who sends out written appeals absolutely controls every minute detail that enters into their production from their pleasing, attention-commanding appearance clear thru to their expression of a cheerful mood, to their logical presentation of winning talking points, and to their last suggestive urge to immediate and favourable action.

Sto. Tomas

Tunggal

1. The plan of the letter

Characteristics

Business today is largely transacted on the basis of efficient and intelligent service.

Tunggal

It’s every transaction demands a well-defined course of action-a plan.

3 distinct and fundamental steps in the composition and final representation of writers thought:

Characteristics

1. The Beginning

Tunggal

2. The Message Proper3. The Close

1. The Beginning

Characteristics/Distinct and Fundamental steps

Which is designed to meet existing circumstances and conditions, makes the situation clear and prepares the reader’s mind for the favorable reception of the message.

Tunggal

2. The message proper

Characteristics/Distinct and Fundamental steps

At once the backbone of the heart of the whole letter, in which the writer has developed clearly, definitely, and persuasively the principal thought he wishes to impress upon the reader.

Tunggal

1. The Close

Characteristics/Distinct and Fundamental steps

The usual purpose of which is to clinch the chief argument of the letter and to leave a good impression on the reader .

Tunggal

It contains the final urge that is to move the reader to act in accordance with the writer’s suggestions and wishes.

2.The language of the letter

Characteristics

The language of the letter is a reliable indicator of the character of the firm from which the letter comes.

Casimiro

The backwardness, conservativeness, or progressiveness of a firm are determined by the kinds of words, phrases, and sentences used and the manner in which they are used.

1. It is progressive

Characteristics/The language of the letter

The language of the resultful business letter is progressive when:

Casimiro

a. it does not use hackneyed or outworn expression;

b. it does not use objectionable construction;

c. it does not use participial or passive constructions.

Onrubia

Onrubia

Asao

Macaombao

1. Omission of essential words:

Questionable Construction

a. The subject of a sentence, when a pronoun, is often omitted.

Alih

Such an omission not only results in an incomplete sentence, but it also makes the tone of the letter curt and incomplete.

1. Omission of essential words:

Questionable Construction

Example:

Alih

Weak: Have yours of the 10th

Better: Thank you for your letter of April 10.

1. Omission of essential words:

Questionable Construction

b. Omission of the word letter

Alih

The word yours is frequently incorrectly used for letter.

At best, yours is very indefinite.

1. Omission of essential words:

Questionable Construction

Example:

Alih

Weak: Yours of recent date received, and contents duly noted.

Better: As suggested in your letter of November 5, we are sending you a copy of our first magazine.

1. Omission of essential words:

Questionable Construction

c. Necessary words of the predicate of verb of the sentence are often omitted.

Alih

1. Omission of essential words:

Questionable Construction

Example:

Alih

Weak: We have your letter of November 8th which indicates that you are desirous of obtaining our price list..

Better: We have received your letter of November 8 inquiring about our price list.

2. Participial construction

Questionable Construction

Avoid the use of participial construction in important positions-in opening and closing sentences of a letter.

Sittin

It is a relic of the quill-pen age; it is weak, hackneyed, and uninteresting.

1. Begin a letter effectively with:

Questionable Construction/Begin a letter effectively with:

1. A subject of the letter

Sittin

2. The you attitude 3. A pertinent question 4. A definite, to-the-point statement5. A courteous request or command

Close a letter promptly, gracefully, and specifically with:

Questionable Construction/Close a letter

1. A definite, to-the-point statement.

Sittin

2. A courteous respect 3. A courteous command 4. A pertinent question

Close a letter promptly, gracefully, and specifically with:

Questionable Construction/Close a letter

1. A definite, to-the-point statement.

Sittin

2. A courteous respect 3. A courteous command 4. A pertinent question

3. Passive construction

Questionable Construction

This is often used indiscriminately in place of the active construction .

Sittin

It robs the sentence and letter of personal touch and character.

3. Passive construction

Questionable Construction

Example:

Alih

Weak: Our assistance will be given to you on lines solicited in your letter of June 3.

Better: We shall be very glad o assist you in the matter outlines in your letter of June 1.

2. It is suggestive

Questionable Construction/Passive construction

The language of the letter is suggestive when it leaves the reader to set in accordance with his own free will and volition.

Jalmaani

3. It must be positive

Questionable Construction/Passive construction

Smile attracts: frown repels..

Chibi

Applied to letters, suggestions that is positive put in words that bring pleasurable thought associations is more powerful than negative suggestion, or the appeal to emotions and sentiments that are more or less painful to the reader.

4. It must be individual

Questionable Construction/Passive construction

The language of the letter is individual when it suits he intelligence, understanding, and temperament of the reader.

Sto.Tomas

The language used in a business letter should be selected with the purpose of expressing the character and personality of one distinct person.

5. It must be clear

Questionable Construction/Passive construction

The ideas set forth in the letter should not be obscure.

Tunggal

They should be seen in all details and in their proper relationship.

6. It must be correct

Questionable Construction/Passive construction

Errors in grammar, spelling, punctuation, capitalization, idiom, sentence structure, and the like are costly because they consume a large part of the reader’s time and attention, which should be devoted to the contents of the letter..

Tunggal

6. It must be concise

Questionable Construction/Passive construction

a business letter is concise when it is brief and comprehensive. It is brevity without sacrifice of completeness.

Tunggal

The Modern Business Letter