Scribd Logo
Upload

Welcome to Scribd!

  • 27 views

    Characteristics of A Business Letter

    Uploaded by

    Kaylin gimeno
    This document discusses the key characteristics of an effective business letter, known as the "seven C's": Clarity, Conciseness, Concreteness, Completeness, Correctness, Courtesy/Cheerfulness, and Coherence. It provides details on each characteristic, such as clarity eliminating confusion, conciseness using few words without compromising meaning, and coherence connecting ideas through logical organization and transitions. The document emphasizes that business letters must have these characteristics to ensure effective professional communication.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd

    Characteristics of A Business Letter

    Uploaded by

    Kaylin gimeno
    27 views34 pages
    This document discusses the key characteristics of an effective business letter, known as the "seven C's": Clarity, Conciseness, Concreteness, Completeness, Correctness, Courtesy/Cheerfulness, and Coherence. It provides details on each characteristic, such as clarity eliminating confusion, conciseness using few words without compromising meaning, and coherence connecting ideas through logical organization and transitions. The document emphasizes that business letters must have these characteristics to ensure effective professional communication.

    Original Description:

    Original Title

    Characteristics of a Business Letter

    Copyright

    © © All Rights Reserved

    Available Formats

    PPTX, PDF, TXT or read online from Scribd

    Did you find this document useful?

    Is this content inappropriate?

    This document discusses the key characteristics of an effective business letter, known as the "seven C's": Clarity, Conciseness, Concreteness, Completeness, Correctness, Courtesy/Cheerfulness, and Coherence. It provides details on each characteristic, such as clarity eliminating confusion, conciseness using few words without compromising meaning, and coherence connecting ideas through logical organization and transitions. The document emphasizes that business letters must have these characteristics to ensure effective professional communication.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    27 views34 pages

    Characteristics of A Business Letter

    Uploaded by

    Kaylin gimeno
    This document discusses the key characteristics of an effective business letter, known as the "seven C's": Clarity, Conciseness, Concreteness, Completeness, Correctness, Courtesy/Cheerfulness, and Coherence. It provides details on each characteristic, such as clarity eliminating confusion, conciseness using few words without compromising meaning, and coherence connecting ideas through logical organization and transitions. The document emphasizes that business letters must have these characteristics to ensure effective professional communication.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 34

    Characteristics of a

    Business Letter
    Presented by: Rose Ann Alog
    Alexis Neil Casingal
    Kaylin Julia Gimeno
    Chamet Gabrielle Javonillo
    Fedelyn Lebaste
    Yra Mae Secretario
    Romelyn Sevilla
    Stephanie Soriano
    CLARITY
    CLARITY
    The word “clarity” is derived from the Latin word “clarus,”
    which means “clear.” Clarity is the
    most crucial element to ensure effective communication and
    it eliminates all possibilities of
    confusion and miscommunication.
    Ways to write a clear business
    letter:

    •CLARITY OF PURPOSE
    1. Who is the reader?
    2. What do I want to convey to the reader through my writing?
    •CLARITY OF THOUGHT
    •BE DIRECT
    •USE PROPER PUNCTUATION
    •CONSTRUCT EFFECTIVE SENTENCES AND PARAGRAPHS
    Ways to avoid being ambiguous in business
    letters:

    •AVOID USING WORDS THAT IS


    DIFFICULT TO UNDERSTAND
    •AVOID WRITING ILLOGICAL
    SENTENCE STRUCTURES
    •AVOID COMPLICATED SENTENCES
    AND SEMANTICS
    CONCISENESS
    Conciseness
    Conciseness refers to crafting your message with the
    fewest words feasible without compromising the other six
    C's. The use of filler words or phrases, such as "in short,"
    "as said before," "due to the fact that," "this is the first
    study," etc., should be avoided. This is crucial in research
    papers or project proposals with strict word counts. A
    concise message will save you and your audience time
    while also being more appealing and understandable.
    Business letters that are concise makes it easier for readers to
    get to the point. By using carefully chosen words and well-
    crafted language to guide them to the desired location, you
    can ensure that they quickly receive the information they
    require and depart with.

    The concepts of concreteness and consideration are tied to


    conciseness
    Importance of Conciseness

    A letter is more readable and engaging when it is


    concise.

    A concise letter steers clear of jargon, or the use of


    extraneous words. Tautology, or using the same concept
    more than once but in different words, is avoided.
    Additionally, it refrains from using more words than
    necessary.
    CONCRETENESS
    Concreteness

    Concreteness refers to using vivid wording within the letter


    that appeals to the reader’s senses. If a business letter is dull,
    the reader may skim through, missing important points.
    Concreteness comprises of the following points:

    • Using specific facts and figures


    • Put action in your verbs
    • Selection of more vivid and image-building
    words
    COMPLETENESS
    Completeness

    Completeness- refers to the state of being complete,


    flawless, and lacking nothing:

    Completeness in a Business Letter- Writing a COMPLETE


    message of a business letter is required. It should offer all the
    information required. The message should be concise and
    short including all the necessary information.
    EXAMPLE: a sales letter including the description
    of the goods, price, quality, how and where to buy,
    the date of delivery, discounts and etc.
    CORRECTNESS
    CORRECTNESS
    -The quality or state of being free from error
    -A business letter must always be accurate.
    -Punctuation, capitalization, spelling, grammar, and sentence
    structure all contribute to the error-free communication that
    business requires and expects.
    -Proofreading a business letter is a must.
    -Proofreading is the final stage of the writing process in which the
    paper is checked for mechanical errors such as grammar,
    punctuation, spelling, omitted words, repeated words, spacing and
    format, and typographical errors.
    PUNCTUATION
    Punctuation marks are like road signs, indicating where the reader should
    pause or stop. Without them, the reader can easily become distracted, and
    the writing will fail to convey its message.
    MECHANICS
    Capitalization, numbers, abbreviations, and spelling are all covered in
    Mechanics. The capital letter at the beginning of a sentence serves an
    important function in signalling a new thought or idea. Capitals also
    highlight the importance of names.
    USAGE
    The English language is full of words that are so similar in appearance or
    pronunciation that you may have difficulty distinguishing them. When a word is
    misused, it causes confusion.
    GRAMMAR
    In business writing, proper, standard grammar is expected. Correctness is not a
    matter of being stuffy but of being understood.

    A good business letter must possess correctness. It should have proper


    punctuation, mechanics, word usage, grammar, and adhere to the format.
    COHERENCE
    Coherence
    Coherence describes the way that the elements
    in our sentences and paragraphs hang together
    to produce meaning. Usually when we write
    rough drafts, we are concerned mainly with
    getting our thoughts on paper, not with
    making sure that they interconnect well so that
    a reader can process our reasoning easily. We
    may even leave logical steps out.
    Coherence Between Sentences

    Coherence can be created between sentences through repetition and


    transitional devices. Repetition of words across sentences helps to reiterate
    the same ideas between sentences.
    Example:
    The most important part of an essay is the thesis statement. The thesis
    statement introduces the argument of the essay. The thesis statement also
    helps to create a structure for the essay..
    Coherence Between Paragraphs

    Transitional words can also be used between paragraphs. Words such as:
    Therefore
    However
    Yet
    Thus
    First
    Later
    Then
    can not only be used between sentences, but between paragraphs to connect them.
    Other ways to create coherence between paragraphs include having a
    consistent paragraph structure and point of view.
    Example:
    Most of the students are having a difficulty in full online learning,
    therefore, the government finally implemented face-to-face classes.
    However, there should still have online learning because we are still in
    the midst of pandemic. In addition, students must take education
    seriously whether it is done through online or face to face.
    NOTE:
    There are two main strategies that will make your writing coherent: organizing your ideas in
    a logical order, and connecting them effectively by using transition words and phrases.

    Logical order
    When your ideas are set down in a logical order, it is much easier for your reader to follow
    your train of thought. An obvious example is process writing: if you are telling someone how
    to do something, you have to list the steps in the right order so that the reader can follow
    them.
    TRANSITION
    When choosing a transition word or phrase, you must know what the relationship is between
    your ideas. If you are adding a similar idea, you might use also. If you are trying to show how
    two ideas are different, you might use but or however. If you are giving an example, you
    might use for example or for instance.
    COURTESY AND CHEERFULNESS
    Courtesy

    Business letters should show respect to the reader and


    should demonstrate the writer’s personal respect for
    the reader and the company he works for.
    Cheerfulness

    When writing a business letter, demonstrate a positive


    attitude that expresses joy and cheer.
    CHARACTER AND
    CONSIDERATION
    CONSIDERATION Characteristics of a Business Letter

    What is a Business Letter?

    A business letter is a professional, formal letter


    that is sent by one company to another.
    It is the most formal method of communication in
    a business relationship
    CONSIDERATION

    A Business letter should also be considerate. This


    characteristic is important because you must think about the
    reader and his/her feelings and point of view.
    CHARACTER

    This is the most important characteristic in a


    business letter. Every business letter should show
    a bit of uniqueness from the writer. This gives the
    letter character and make it more interesting
    REFERENCES

    • Corporate Finance Institute. (2022b, February 10). Business Writing. Retrieved October 11, 2022, from
    https://corporatefinanceinstitute.com/resources/careers/how-to-job-guides/business-writing/

    • Shinde, R. (2022b, February 28). What are the Seven C’s of Communication in a Business Letter? Technotification.
    Retrieved October 11, 2022, from https://www.technotification.com/2021/02/seven-cs-in-a-business-letter.html

    • Conciseness / Brevity for effective business Communication. (2010b, March 4). Communication Theory. Retrieved October
    11, 2022, from https://www.communicationtheory.org/conciseness-brevity-for-effective-business-communication/?
    fbclid=IwAR1Zl9pKj34bexyv5qphhQ_rz88-cCAw4MMFRICunB9jJUBlzGdVqG6n5ys

    • Conciseness: Its meaning and importance. (n.d.). grammarly.com. https://www.grammarly.com/blog/conciseness/?


    fbclid=IwAR20PI7DkCLDb0hSry_mzOuj5OlWhwfiJ_uYsPN0Bm38w54_OqbOwkuiBmg

    • VanBaren, J. (2021b, November 20). What Are the 8 C's of a Business Letter? Bizfluent. Retrieved October 11, 2022, from
    https://bizfluent.com/info-8396664-8-cs-business-letter.html
    • VanBaren, J. (2017). What are the 8 C's of a business letter? bizfluent. https://bizfluent.com

    • 15 Essential Qualities of a Good Business Letter. (n.d.). toppr.com. https://www.toppr.com/guides/business-communication-


    and-ethics/business-correspondence/essential-qualities-of-good-business-letter/

    • McKinney, M. (2021, November 20). How to Start a Professional Letter. Bizfluent. Retrieved October 11, 2022, from
    https://bizfluent.com/how-8775074-start-professional-letter.html

    • Seven C’s of Effective Communication. (n.d.). Retrieved October 11, 2022, from
    https://www.managementstudyguide.com/seven-cs-of-effective-communication.htm

    • Chapter 6 Business Writing Trait 6: Correctness. (2020, August 26). Write for Business. Retrieved October 11, 2022, from
    https://writeforbusiness.com/book/write-business/chapter-6-correctness

    • LibGuides: Guilford College Writing Manual: Home. (n.d.). Retrieved October 11, 2022, from
    https://library.guilford.edu/c.php?g=111810

    You might also like