1. Effective
Written
Business Communication

2. How gracious are You,
our God for giving us everything in this life.
You Provide us with a meaningful existence,
answer all our needs
and guide us till the end.

3. How gracious are You, our God
for endowing us unselfishly
with creative minds
and skillful hands.
You fashioned us
to be stewards of Your land
and gifted us
with immeasurable talents.
May we share
these talents
and use them fruitfully
in our seminar/workshop today.

4. and implore your Divine assistance. May Your spirit of Truth,
We come to You, O Lord,
and implore your Divine assistance.
May Your spirit of Truth,
Peace and Love
descend upon us
as we begin this undertaking.

5. May we work together in harmony
-knowing that You
are in our midst;
being confident
that Your spirit abides
in us to give us strength
and guidance.

6. Send the light
of Your Holy Spirit
upon us,
so that we may be able
to apply the knowledge
we will learn
from this experience.

7. WE ASK
ALL OF THESE
THROUGH
JESUS CHRIST
OUR LORD
AMEN

8. Written Business Communication Effective Written

10. Bayang magiliw
Perlas ng Silanganan
Alab ng puso
Sa dibdib mo'y buhay

11. Lupang hinirang Duyan ka ng magiting Sa manlulupig Di ka pasisiil

12. Sa dagat at bundok Sa simoy at sa langit mong bughaw;
May dilag and tula At awit sa paglayang minamahal.

13. Ang kislap ng watawat mo'y Tagumpay na nagniningning, Ang bituin at araw niya’y Kailan pa ma'y di magdidilim.

14. ng luwalhati't pagsinta, Buhay ay langit
Lupa ng araw,
ng luwalhati't pagsinta, Buhay ay langit
sa piling mo; Aming ligaya na pag
may mang-aapi

15. Ang
mamatay
ng dahil sa iyo.

16. Written Business Communication Effective Written

17. Sr. Maria Lourdes Mendiola, SSpS Human Resource Development Officer
Welcome
&
Introduction
of the
Participants
Sr. Maria Lourdes Mendiola, SSpS
Human Resource Development Officer

18. Written Business Communication Effective Written
Effective Written Business Communication

19. The Charade Experience & The Multiple Choice Activityby
Melissa Novenario
&
The Class

20. Rules of the Game

21. You are going to look for
the answers to our activity from
the list below.
PLACES
THINGS
PEOPLE
LETTERS

22. The Complete List for PLACES
offices post office home building school church restaurant hotel
canteen
lobby reception institution corporation department venue hall

23. The Complete List for THINGS
keyboard
pencil
typewriter
ink
messages
records
files
Documents
....
ballpen
paper
envelopes
stamps
printer
computer
table
folder
notebook

24. The Complete List for PEOPLE
sender
receiver
client
customer
leader
president
manager
officer
postman
organizer
representative
supervisor
principal
friend
employee
employer
partner
…..

25. The Complete List for LETTERS
Friendly Letter
Letter of Proposal
Resignation Letter
Order Letter
Termination Letter
Letter of Inquiry
Thank You Letter
Solicitation Letter
Letter of Apology
Application Letter
Letter of Request
Memorandum
Excuse Letter ….

26. This means that if we say PLACES, your answer will be one of the words found under the category, PLACES.
If we say, THINGS, your answer will be one of the words found under the category, THINGS.
The same is true for PEOPLE and LETTERS.
....

27. 2. The leader of the activity will show motions/movements, to suggest what word is indicated from a certain category.
....

28. 3. At the start of any word, the leader has to emphasize how many words there are in every answer by signaling one finger for one word, two fingers for two words and three fingers for three words.
....

29. 4. Similarly, the leader has to indicate the number of syllables for every word by using her right hand to symbolically cut her left hand according to the number of syllables. One cut would mean one syllable, two cuts-two syllables, etc.
5. All words are in ENGLISH.
....

30. 6. The group, or anybody from the group, who will first shout the correct answer will be acknowledged as the one to receive the 5 points.
One proctor (from our team ) for every group, will declare the person, or the group, who has shouted the correct answer first.
....

31. 7. The group who has the highest number of points will be declared winner to receive the prize.
....

32. The Complete List for PLACES
offices post office home building school church restaurant hotel
canteen
lobby reception institution corporation department venue hall

33. The Complete List for THINGS
keyboard
pencil
typewriter
ink
messages
records
files
Documents
....
ballpen
paper
envelopes
stamps
printer
computer
table
folder
notebook

34. The Complete List for PEOPLE
sender
receiver
client
customer
leader
president
manager
officer
postman
organizer
representative
supervisor
principal
friend
employee
employer
partner
…..

35. The Complete List for LETTERS
Friendly Letter
Letter of Proposal
Resignation Letter
Order Letter
Termination Letter
Letter of Inquiry
Thank You Letter
Solicitation Letter
Letter of Apology
Application Letter
Letter of Request
Memorandum
Excuse Letter ….

36. “In business, communication is everything.” - Robert Kent

37. Written Business Communication Effective Written

38. Importance of Effective Written Business Communication38

39. A business letter is a form of communication.
Importance # 1:
A business letter
is a form
of communication. 39

40. * The letter carries the message of the organization to customers, employees, suppliers, government and media.
* It promotes a product, service or organization.

41. * It relays information within the business or it deals with legal and similar issues.

42. Importance # 2:
A business letter may convey the following impressions:
- many subtleties are conveyed
- impressing the reader
- providing images
- providing non-verbal clues

43. Impressions that the writer
may leave to the reader
based on the letters received:
a) intelligent
b) caring
c) concerned
d) competent
e) careful
f) considerate
g) attentive to details
h) creative
i) humorous
j) organized
k) customer-focused
l) stable

44. Similarly, the receiver of the letter, will answer and will leave
the following impressions
to the first sender:
a) careless
b) unconcerned
c) incompetent
d) unknowledgeable
e) superficial
f) unintelligent

45. A business letter functions
Importance # 3:
A business letter functions
as an ambassador. 45

46. A business letter is an ambassador because:
*The letter represents the sending company.

47. A business letter is an ambassador because:
*The letter ensures that there are no misunderstandings and confusions that can result to conflicts.

48. Written Business Communication Effective Written
Effective Written Business Communication

49. A business letter is a cultural practice.
Importance # 4:
A business letter is
a cultural practice. 49

50. * Why does the business letter present a cultural practice?
It presents a cultural practice because it reflects the culture of the workplace or the company where the letter comes from.

51. A business letter functions
Importance # 5:
A business letter functions
as a promotional tool.

52. Why is a business letter a form
of promotional tool?
The business letter is a tool for promotion since it approaches prospective clients and brings new clients to the organization. ….

53. A business letter functions
Importance # 6:
A business letter functions
as a reference. 53

54. Why is a business letter a form of reference?
It is a form of reference because just in case a client refuses to accept some issues discussed, the business letter is a good reference to prove him/her otherwise. …

55. Thank
Thank you!
you!

56. Written Business Communication Effective Written

57. People create their own success by learning what they need to learn
and then by practicing it
until they become proficient at it.

58. PARTS
OF A BUSINESS LETTER

59. Heading (Letterhead)

60. Letterhead Contains: address of the sender
all information about the address
of the sender
* written usually in four lines or more

61. EXAMPLE 163 E. Mendiola Street, San Miguel, Manila Philippines, 1005
COLLEGE of the HOLY SPIRIT of MANILA
163 E. Mendiola Street, San Miguel, Manila
Philippines, 1005
Tel. No Loc. 405

62. Dateline

63. It states the date when the letter was written

64. EXAMPLE
February 28, 2009

65. Inside Address

66. address of the recipient of the letter.

67. EXAMPLE SR. FLORENCIA TUBAÑA, SSpS Directress
College of the Holy Spirit of Tarlac
San Sebastian Village, Tarlac City
Philippines, 2300

68. Greeting
(Salutation)

69. it normally begins with the word "Dear" and it always uses the person's last name.
b. the greeting in a business letter always ends in a colon.

70. Official Business Title for a woman, married or single
Dear Ms. Suarez:
Dear Mr. Maestro:
Official Business Title for a man, married or single

71. There are variations to the religious people because their first name are used as a greeting following the word Dear.

72. EXAMPLES
Dear Sr. Florence:
Dear Fr. Angel:

73. The Body

74. The first paragraph of the letter is the purpose for writing the letter.
The second paragraph is an explanation to the first paragraph.

75. The third paragraph is expressing what action will happen after the receiver has read the letter.

76. Greetings!
We, the members of the English Club, are offering our services to the employees of our institution through a seminar / workshop entitled “Effective Written Business Communication”.
(first paragraph expressing the purpose of the letter)
This training aims to develop the skills of the members of the English Club in Public Speaking and the skills of the employees in Business Letter Writing. (second paragraph explaining the first paragraph)
We have attached sheets of necessary information relevant to the activity. We will visit you in your office to discuss, further, this proposal. (third paragraph expressing the action expected after the letter has been read by the receiver)
More power!

77. COMPLIMENTARY CLOSE

78. It is the short,
polite closing
It always ends with a comma ( , )
Only the first letter of the first word is capitalized.

79. Accepted closing phrases are:
a. Respectfully yours,
b. Very truly yours,
c. Sincerely yours,
d.Truly yours,

80. Signature

81. Sender’s complete name written mechanically (not initials)
Sender’s complete name written mechanically (not initials) with signature over it.
b. Usually written four spaces below the complimentary close

82. EXAMPLE
Ashleymjavier
Ashley M. Javier

83. Courtesy Copies (Carbon Copies)

84. receiving copy of the letter where the recipient affixes his / her signature indicating receipt of the letter.

85. Attachment or
Enclosure

86. needed documents for special purposes that the sender attaches to or encloses in the letter.

87. EXAMPLE MODULE 1 INTRODUCTION A. Definition of Business Letter
B. Importance of Business letter
C. Tips in Business Letter Writing
LECTURE
D. Hand Written vs. Type Written
E. Basic Formats
F. Parts of a Letter
ACTIVITIES
Activity # 1 Briefing
Activity # 2 Question and Answer
Activity # 3 Group Work
Activity # 4 Assessment on the strength and
weaknesses in Business Letter Writing

88. SUMMARY

89. Heading Dateline Inside Address Salutation Body Complimentary Close
College of the Holy Spirit of Manila
163 E. Mendiola Street, San Miguel, Manila
Philippines, 1005
July 29, 2009
SR. MARIA LOURDES MENDIOLA, SSpS
Human Resource Development Officer
Dear Sr. Malou:
We, members of the English Club, are offering our services to the employees of our institution through a seminar / workshop entitled “ Effective Written Business Communication.”.
This training aims to develop the skills of the members of the English Club in Public Speaking and the skills of the employees in Business Letter Writing.
We have attached sheets of necessary information relevant to the activity. We will visit you in your office to discuss further this proposal.
Respectfully yours,
danicalacayaguiflor
Danica Aguiflor
President of the English Club
Attachments / Enclosures (5)
Cc:_____________
Heading
Dateline
Inside Address
Salutation
Body
Complimentary Close
Signature
Attachments
Copy Furnished

90. Thank you!

91. Business Communication Effective Written Business Communication

92. the glory of expression
The art of art,
the glory of expression
and the sunshine
of the light of letters,
is simplicity.
-Walt Whitman

93. Basic Format of Business Letter Writing

94. Full Block
Block
Semi Block
Simplified

95. DETAILS

96. Full Block

97. Full Block
2 lines
2 lines
2 lines
2 lines
2 lines
3-4 lines

98. What to remember?

99. 1. All lines are set flushed with the left margin
Ex.

100. 2. No paragraphs are indented
Ex.

101. Block

102. Block
2 lines
2 lines
2 lines
2 lines
2 lines
3-4 lines

103. What to remember?

104. Date line is set flushed with the right margin
Ex.
Date

105. 2. Inside address, salutation, reference lines and paragraphs are set flushed with the left margin
Ex.
Inside address, salutation, reference lines and paragraphs

106. 3. Complimentary close and signature line are aligned with the date
Ex.
Complimentary close
Signature line

107. Semi Block

108. Semi Block
2 lines
2 lines
2 lines
2 lines
2 lines
3-4 lines

109. What to remember?

110. 1. Date line is set flushed with the right margin
Ex.
Date

111. 2. Inside address, salutation, reference lines and paragraphs are set flushed with the left margin
Ex.
Inside address, salutation, reference lines and paragraphs

112. 3. Paragraphs are indented
Ex.

113. 4. Complimentary close and signature line are slightly to the right of the page’s center
Ex.
Complimentary close
Signature line

114. Simplified

115. Simplified
6 lines
4 lines
3 lines
3 lines
4-5 lines

116. What to remember?

117. 1. No salutation or complimentary addressX

118. 2. All lines are set flushed with the left margin
Ex.

119. 3.Date line is six lines below the letterhead

120. 4. Inside address is four or more lines below the date line

121. 5. Subject line is typed in all caps, three lines below the inside address and above the body of the letter
SUBJECT
3 lines
3 lines

122. Writer’s name and title
6. Writer’s name and title are typed in all caps, four or five lines below the body of the letter
Writer’s name and title
4-5 lines

123. Sample Memo To: All Staff Members From: Heady the Head Honcho
Date: June 1, 2006
Re: New Memo Format Effective June
In order to make interoffice communications easier, please adhere to the following guidelines for writing effective memos:
Clearly state the purpose of the memo in the subject line and in the first paragraph.
Keep language professional, simple and polite.
Use short sentences.
Use bullets if a lot of information is conveyed.
Proofread before sending.
Address the memo to the person(s) who will take action on the subject, and CC those who need to know about the action.
Attach additional information: don’t place it in the body of the memo if possible.
Please put this format into practice immediately. We appreciate your assistance in developing clear communications. If you have any questions, please don’t hesitate to call me. Thank you.
Sample Memo
123

124. Thank You!

125. Business Communication Effective Written Business Communication

126. “Sending a letter is the best way to go somewhere without moving anything but your heart.”

127. Types of
Business Letters

128. Business-to-business Type
Business-to-client Type

129. Kinds of Business-to-business
Appreciation Letter
Congratulations
Letter of Recognition
Invitation letter
Letter of credit
Letter of interest
Letter of Reference
Recommendation
Donation letter
Termination letter
Business Memorandum

130. Invoice Letter Template
Kinds of Business-to-Client
Welcome Letter
Apology Letter
Appreciation Letter
Collection Letter
Invoice Letter Template
Marketing Letter
Rejection Letter

131. Business-to-business types for company to company communication.
Nature of Business-to-Business Type
Business-to-business types
are intended
for company to company communication.

132. Appreciation Letter
- a letter of gratitude and appreciation for help extended,
or a good business deal.

133. Congratulations
- is a letter that praises the recipient for a job well- done.

134. Letter of Recognition
- a written statement of recognized efforts similar to an appreciation letter.

135. Letter of Reference
- is a character reference letter.
It is a letter building up the character of a person to be accepted in a job.

136. Recommendation
- is an endorsement letter to hire a certain person.

137. Sympathy letter
- is a letter of condolences to a person or family.

138. Invitation letter
- is a letter persuading a person or a company to join an event or an occasion.

139. Letter of credit
-is a way of endorsing a certain business to be considered a credit loan.

140. Letter of interest
- a reply to an invitation that confirms presence on the event/occasion.

141. Donation letter
- a letter asking for donations.

142. Termination letter
- signifies someone's desire to leave a job permanently

143. Business memorandum
- notices that are distributed to the staff. They are reminders of company activities, or imminent changes in the company.

144. Business-to-Client Type

145. Welcome Letter
- welcomes the client and thanking him for choosing the company.

146. Letter of Appreciation
- thanks the client for having
business with the company.

147. Apology Letter
- asks the client for reconsideration, and
apologizes for failing
to deliver.

148. Collection Letter
- notices outstanding
payments due.

149. Invoice Letter Template
- this is asking the clients to state the invoice number of their transactions.

150. Letter of Invitation
- inviting a client to join
a certain gathering.

151. Marketing Letter
- is stating the newest products
that the company will provide
soon or is presently providing.

152. Other Types of Business Letters

153. Letter of Acceptance acceptance of business invitation
acceptance of delayed delivery
of ordered goods
acceptance of request for discount

154. Letter of Acknowledgement
acknowledgement of complaint
acknowledgement of order
acknowledgement of payment

155. apology for accounts error
Letter of Apology
apology for accounts error
apology for faulty goods
apology for unavailable goods

156. Letter of Complaints complaint about faulty goods
complaint about delivery
of damaged goods
complaint about media features

157. Letter of Cancellations
cancellation of business event
cancellation of meeting
cancellation of order

158. Letter of Compliments compliment about products
compliment about service
compliment to colleague

159. Letter of Condolences condolences on business closure
condolences on death of a colleague
condolences on illness

160. Letter of Confirmations
confirmation on agreement
confirmation of dispatch goods
Confirmation of a meeting agreement

161. Thank You!

162. Effective Written Business Communication

163. Activity # 1

164. WORKING ***BREAK TIME***

165. Written Business Communication Business Communication
Effective
Written Business Communication
Effective
Written
Business Communication
Effective
Written
Business Communication

167. Do’s & Don'ts in Letter Writing

168. Don't
write the name
of the addressee
in small letters

169. Wrong:
Mr. Ruel Espino
Improved:
MR. RUEL ESPINO

170. Don't
end your salutation
with a comma.

171. Dear Mr. Espino,
Dear Mr. Espino:

172. Don't
send generic letters.

173. Thank you for all the help you have given me with my job search.
I especially appreciate the information you have provided me. Your assistance has been invaluable to me during this process.
Again, thank you so much. I greatly appreciate your generosity.

174. personalize your letter.Do
personalize your letter.

175. Thank you for all the help you for helping me find a job in the College of the Holy Spirit of Manila.
I appreciate the advice you have provided. Your recommendation to Sr. Maria Lourdes, Mendiola, SSpS has been very helpful to me.
Again, thank you very much.

176. give long introductions
Don't
give long introductions

177. Since you sent us the fund for our Family day that we have received last Tuesday, we would like to express our most sincerest gratitude.

178. We thank you for having been our sponsor for Family Day’09.

179. Written Business Communication Effective Written
Effective Written Business Communication
179

180. be careless in using words
Don't
be careless in using words
with negative tones.

181. By the way, the reason I’m dashing off this quick note is to follow up on your suggestion to contact you about our new line of connectors that can increase the efficiency of your online PC connections.

182. I’ve checked into our WhamJet connector product as solution to your online connectivity efficiency problem we discussed at the Mendiola Consortium meeting on July 3rd. Enclosed are specs and product info for review as you requested.

183. Don't
fill up margins
with forgotten ideas

184. _________________
__________________
____________:
______________________________________________________________________________________.
_____________________________________________________________________________________________________________________________.
__________________________________.
______________

185. Do
add an extra sheet
to the letter.

186. Don't
use lined paper
or half-sheet of paper.

187. correctly the first time.
Don't
refold the letter.
Be sure to fold it
correctly the first time.

188. end your letter passively.
Don't
end your letter passively.

189. My resume, which is enclosed, contains additional information on my experience and skills.
Respectfully yours,

190. My resume, which is enclosed, contains additional information on my experience and skills.
Thank you for your time and consideration. I look forward to speaking with you about this exciting opportunity.
Respectfully yours,

191. write anonymous letters
Don't
write anonymous letters

192. MR. RUEL ESPINO
HRD Officer
Espino Travel Agency
Dear Mr. Espino:
I, an employee of Espino Travel Agency, would like to file a complaint against Mr. _______ for having said malicious words and doing violent acts against me for this month.

193. Respectfully yours, Louie Afable MR. RUEL ESPINO HRD Officer
Espino Travel Agency
Dear Mr. Espino:
I, an employee of Espino Travel Agency, would like to file a complaint against Mr. _______ for having said malicious words and doing violent acts against me for this month.
Respectfully yours,
Louie Afable

194. Do
sign the letter in ink

195. Respectfully yours,
_Maria Makiling_
Maria Makiling

196. Thank
you!

197. Written Business Communication Effective Written
Effective Written Business Communication

198. Letter of
Solicitation

199. One way of raising funds/means in any organization is through a solicitation letter.

200. What is a Solicitation Letter?

201. This is a letter that you send to offices, extended family, current and past friends, neighbors, old college roommates, your favorite teacher from fourth grade and just about anybody else
who comes to mind.

202. However, not all solicitation letters are responded positively and not all solicitation letters guarantee good results. Hence, there is a need for an effective solicitation letter to reach the desired goals.

203. and effective solicitation letter?
What is a good
and effective solicitation letter?

204. The first thing to know is the Purpose of the letter.
- this makes sure that you don’t digress from the reason why you are communicating with an organization or a person in the first place and you can write the content of the letter accordingly.

205. College of the Holy Spirit of Manila
2.Be sure to include your name of organization, exact address with ZIP code, and telephone number on the letterhead.
Example :
College of the Holy Spirit of Manila
163 E. Mendiola St., San Miguel, Manila
Philippines, 1005
Tel # /22

206. 3. There must be two spaces between
the Letterhead and the inside address.
EXAMPLE :
College of the Holy Spirit of Manila
163 E. Mendiola St., San Miguel, Manila
Philippines, 1005
Tel # /22
( 2 spaces)
September 14, 2009
MR. JUAN DE LA CRUZ
Marketing Supervisor
Sterling Corporation, Inc.
Kamuning, Quezon City
Phillipines

207. 4. The letter begins with a Salutation.
EXAMPLE:
Dear Mr. De la Cruz:
Dear Ms. Martinez:

208. 5. Then we come to the important part of the letter, The Body of the Letter.
First paragraph should introduce your purpose
(to solicit).
The second paragraph must summarize the activity to be held and its benefit for in just a few sentences.
And the third paragraph must include the means on how the recipient of the letter can reach you.

209. 6. The next aspect to consider
are Enclosures.
If you are attaching any documents along with the letter, please mention that at the end of the letter, after the Closing, in the format:
"Encl:" followed by the list of the documents.

210. 7. Closing Remarks
In the Closing Remarks section, you create a platform for further interaction with statements such as "Looking forward to hearing from you", and "Please feel free to contact us with any queries, comments or suggestions“.

211. 8. Closing of the Letter.
A simple, "Yours sincerely", or a "Sincerely" should be followed by your signature, name and designation.

212. Thank You!

213. Effective Written Business Communication

214. ALMA MATER SONG

215. Oh Alma Mater Kind and Dear
We sing your praises
far and near
At home and school,
on land and sea
The thought of you
is dear to me

216. Oh CHS in joy we sing
Our hearts with love
to you we bring
Stand, stand for the CHS
for truth in love!

217. Our thoughts will surely
Someday when far
from you we roam
Our thoughts will surely
travel home
And memories sweet
will be to me
Those dear old days
that used to be

218. Oh CHS in joy we sing
Our hearts with love
to you we bring
Stand, stand for the CHS
for truth in love!

219. With you we link our hearts and hand Beneath your banner here today
Your loyal children
Here we stand
With you we link our hearts and hand
Beneath your banner here today
The pledge of loyalty
we pay

220. Oh CHS in joy we sing
Our hearts with love
to you we bring
Stand, stand for the CHS
for truth in love!

222. Thank You!