Module 3 Business Correspondence 1
Module 3 Business Correspondence 1
II. LESSON TITLES: Enhancing one’s writing abilities in composing communication letters in the
Workplace
III. LESSON OVERVIEW: This module introduces the traditional and modern ways of transacting business
in a large structured organization or in any workplace whether it may take the form of a text message,
electronic mails, or memorandum. Writing other-business related communication letters will also be
presented and students shall be immersed with written activities.
2. use the basic know-hows on how to begin and end an inquiry or sales letter;
3. identify and discuss the appropriate planning and format of memorandum; and
V. LESSON CONTENT
Writing Selected Kinds of Business Letter
1. Inquiry/Sales Letter
2. The Memorandum
A. INQUIRY/SALES LETTER
Writing a letter of inquiry has two-fold purposes: to introduce the writer and to ask a question or
raise an issue that demands some specific response. Questions may be on the nature or cost of
products manufactured and services rendered, on conditions of payments, modes of delivery, list of
objects, and policies of the company.
Remember this:
1. State your purpose directly at the beginning of your letter.
2. Give a brief description about yourself as the writer or the company you’re representing by giving
your title or reasons for obtaining such information.
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Basic know-hows
0 How to begin? (Keywords may include the following but is not limited to these phrases)
Will you please….
I shall be grateful if you…..
May I please….
I should appreciate hearing…..
Please send me a…..
0 How to end? (Keywords may include the following but is not limited to these phrases)
Your suggestions would be genuinely appreciated.
We shall be grateful for this service.
I am certain we can count on your cooperation.
I hope we count on your cooperation.
We shall appreciate you granting this request.
Please send me some information about the musical ballpen you invented. I came to know of your
wonderful invention through an article about you in The Panorama magazine. Knowing more about your
invention with the help of some pictures, pamphlets, or brochures from you will help me greatly in my
research work about the psychological effects of various forms of writing materials for the learners in
the elementary level. Your newly invented ballpen may have a significant role in teaching-learning
situations in the lower level.
I am a student of Saint Louis University of Baguio City and I am currently enrolled in my Thesis Writing
1 this semester and it is the same reason why I am writing this letter. My adviser highly recommends
your book entitled “Doing Properly the Review of the Related Literature: A Guide for Student
Researchers” as a resource book for gathering and organizing relevant review of related literatures and
studies for my thesis proposal. I am already gathering many expert’s critical point of views for my
research topic and countless pdf files that would support my study in any way. Thus, your book will be
of great assistance to me in encapsulating the best from these documents gathered. I am very
interested in having you deliver a copy to me next week and in this regard may I ask of a simple
summary of what the book contains and a run-down of its cost and if and only if you may not possibly
deliver it personally, feel free to include the shipping fee under LBC-Baguio. Please send the
aforementioned information on my e-mail add: moniquemejia@[Link]. I shall be grateful for
this service.
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reproduced for educational purposes only and not for commercial distribution.
We are happy that you thought of using this book, Business Correspondence by Estrella L. Bartolome.
A cash purchase of at least 100 copies of the book will entitle you to a 25% discount. Likewise, we will
give you a complimentary copy of the book.
We shall appreciate you telling us where and when to deliver the books.
Thank you for giving us this opportunity to serve you.
We had sent you a simple abstract of what the book contains and a run-down of its cost on your email
address and since we can’t come over SLU, we will be shipping it through LBC for pick-up and send
you over the tracking number for your convenience. The book only costs 245.00 Php and you can pay
at any Land bank branch through this account number: 3251234567
It has been a great pleasure helping students like you who ardently studies to fulfill their dreams in the
future. Let me know if you still need copies and my assistance pertaining to the book and its content.
You can contact me at 0935-765-4321.
Sincerely yours,
Mrs. Elektra B. Miniano
Author
We appreciate your letter of April 12 asking for colored pictures of our latest jetmatic washing machine.
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reproduced for educational purposes only and not for commercial distribution.
We regret we have not yet manufactured this model of washing machine. If you want, you may avail
yourself of the colored pictures of A-1 WSM Deluxe washing machine which are available in all outlets
of our company and all SM stores.
Nevertheless, thank you for your interest.
We appreciate your eagerness to learn how to properly organize thoughts and ideas of other experts in
the field you are researching and we can sense that teachable spirit in your letter. It is however our duty
to inform you that all the copies had been sold out and the printing press can only release its copies by
next semester where most of the junior students would avail of it.
I hope you do understand our plight and in as much as we would like to help you in your endeavor, I
wish you good luck and God bless you in the most omniscient way possible.
B. MEMORANDUM
Communication is essential for being able to act and make decisions in the business world.
People must be able to share information. Although some communication is can take face-to-face, a
great deal of communication is conducted through memorandum which may be used for brief
correspondence. Unlike electronic correspondence, memos take more time. Memos are more efficient
than letters, primarily because they are usually directed to an audience in the same organization as the
sender. Memos also invite a speedy response. In some situations, receivers write a response on the
memo they have received and send it back to the writers. All brief communication like memo seeks the
goodwill of the reader. Goodwill is the value of doing things that can create mutual admiration and
respect. It is the feeling of respect. Goodwill is the act of making and keeping a friend. Good will is a
feeling of good intentions. Effective business correspondence fosters goodwill through its word choice
and message. You can create goodwill in writing the same way you create the bonds of a friendship.
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reproduced for educational purposes only and not for commercial distribution.
Memos are used to correspond inside an organization. Therefore, the reader will be a receiver
inside the writer’s organization – an internal audience. In an organization, everyone is likely to receive
and read memos. For example, an employee might receive a memo from a coworker explaining a
procedural change. A memo outlining the facts – implementation time, date, actions, and checklist –
provides a written record so that the person receiving the notice does not become confused about the
details of what is expected.
Even though memos are addressed to people inside a company, the writer must consider his or her
audience carefully. The audience may consist of people with a variety of outlooks, backgrounds,
opinions, interests, roles, and levels in the organization. Sometimes the writer will know the readers and
sometimes not. Once a writer identifies the audience, he or she must study the audience thoroughly to
ensure that its needs are met.
Pre-writing a memo
Ask yourself these questions before you write:
What do I want the receiver to do or think after he or she reads the memo?
What do I want to accomplish with this message?
What is the main point?
Does my reader need background information? If so, how much?
Do I need to make the message simpler for this audience? What definitions or explanations will
the audience need?
Is this reader familiar with the subject matter? Does the reader have previous experience with
this idea?
What questions should my correspondence answer?
Planning Memos
Prewriting memos requires writers to consider the audience expectations. Readers usually
expect memos to be brief and to cover one topic. However, the need to be brief should not override
substance. Make sure the memo explains the topic fully – whether it offers a solution to a problem,
outlines a change in procedure or policies, or deals with other business concerns. Writers sometimes
choose to write memos as documentation (proof) of discussions, decisions, or actions. You should plan
to include all of the specific details – fer example names, dates, times, and locations – that your
audience may need.
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reproduced for educational purposes only and not for commercial distribution.
Formatting Memos
A draft of a memo begins with a standard format of headings followed by the body, or message.
Like the addresses and salutation in a letter, headings make a document recognizable as a memo.
Four elements appear at the top of a memo, however, in some cases, headings may not appear in that
order.
TO:
FROM:
DATE:
SUBJECT:
TO Line
In the TO section, you name your audience. You may name one person, such as Johanna
Peters, or you may name a group, such as Employee Association or the Bachelor of Elementary
Education Department. On occasion, you may need to name several readers who are not connected by
a unit or committee. In this case, you may simply list their names. The list of receivers’ names may be
presented a couple of ways. When you are sending a memo to more than one person, key all names
on one line, connecting them with commas or key the names in a list.
Examples:
A. Formats of TO Line
TO: IT Supervisors
When you list several people’s names., enter them in alphabetical order or hierarchal order,
from the top to the bottom of the organizational chart. In hierarchal order, the people of greatest
recognition and responsibility in the organization such as president and vice president, are listed first.
Other employees are listed in decreasing order or rank within the organization. Remember, however, if
the hierarchal list contains two employees of the same rank, such as two directors, you should place
their names in alphabetical order so as not to offend either person.
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FROM Line
After the FROM heading, you list the name or names of the sender of the message. If you are
the only person responsible for the message, your name appears. If the memo comes from a group, the
group or unit name is listed, such as FROM: Lonely People’s Association.
Some memos are from several people who are not part of a group. In this case, list the names
of each sender in a line joined by commas or in columns, again in alphabetical or hierarchal order.
Remember to write your initials or sign your full name after the keyed name in the FROM section.
Initialing or signing memos is especially important when they deal with important legal or
organizational matters. Memos become legal documents that can be sued in a court of law when they
are signed and dated. Your initials or signature also tells the reader that you have reviewed the memo
and accept responsibility for the message, particularly if someone else keyed it.
DATELINE
The dateline usually appears after TO and FROM and before the subject line. You can choose
between the two styles for writing the date: international (also called military in the US) or traditional.
International date style is becoming increasingly popular in technical documents because of economy.
International style requires no commas. In this style, the writer gives the day first, the month next, and
the year last, as in 12 April 2024. Another reason for its increasing popularity is that it is more clearly
understood by readers outside the US, most of whom use this style. The traditional month-day-year
style as in April 12, 2024 gives the month, the date, a comma, and the year
SUBJECT Line
In most memos, the subject line logically appears as the last of the headings. It announces the
point of the memo immediately before you develop that point, you may see terms such as Reference,
Regarding or Re (which comes after the Latin res meaning “thing” or “matter”) used the same way as
the word subject. However, some readers consider those terms archaic. In addition to helping the
reader predict the topic, the subject line distinguishes one message from anther and focuses the writer
on one main idea.
A. Predict
The subject line should allow readers to predict what the memo will say. In other words, it
reflects the main idea discussed in the body. Be as specific as you can when composing the subject
line. A subject line that reads “Insurance” does little to help the reader predict what the memo will cover.
That subject line is too general to provide insight. “Dental insurance Open Enrollment Period Set for
June 20-27, 2012”is precise enough to tell readers what to expect and to encourage them to read the
message. Make the wording as specific as possible, as in the following examples:
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B. Distinguish
In addition to helping the reader predict the subject of the memo, the subject should clarify the
difference between one memo and many others. For instance, servers at a restaurant may read many
memos during the year that deal with menu items. Therefore, if the subject line says “Menu Changes,”
the server reading it will not immediately know that this message is different from the last week’s
memo. Instead, specific subject such as “Ïtalian Items Added to Menu for June” or “Lobster Price
Increase ”or “Salmon Unavailable Until April 20”tel the server exactly what to expect the message to
cover.
C. Focus
The subject line also aids the writer. Writing a subject line forces the writer to focus on the most
important idea. Furthermore, it allows the writer to check the message of the memo against the subject
line. The message should cover the same idea the subject line announces.
A memo should cover only one main point. Writers who have two messages for the same
audience should write two memos for the following reasons:
1. if a memo has more than one message, the reader cannot determine what is truly important;
2. the busy reader may find the first idea, assume that it is the only important information, and
stop reading;
3. the memo might be so long that it intimidates readers. Readers generally expect memos to
be one to four paragraphs long.
4. some memos are inappropriate to combine.
Because memos begin with a specific purpose, writers must keep the purpose in mind when
composing a message. Although formatting the document is important, the headings are only a means
for conveying the ideas you want to share. The message or the body, is the heart of the document. The
message section of correspondence should be organized for the reader not for the writer. Organize
message to suit the message. Some messages are best presented in a straightforward manner.
Others, when presented bluntly and directly, are likely to offend others. Persuasive messages require
more motivation than direct approach. The strategies for informative and good news messages,
negative or bad news messages, and persuasive messages are useful in writing memos.
Brief correspondences usually give the audience information that is pleasant or at least
acceptable
You can expect the readers of a good news message to be in a receptive mood as they read
your correspondence because your news is responsible for their pleasant mood and they are
easy to approach.
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Strategy is direct:
o Present the main idea first
o Then follows the explanation, background information, and supplementary ideas
Example memo
By December 7, 2022, please submit all leased chemical lab garments check out to you. Return
lab costs to room D48, placing them on hangers. Return all other leased garments to the ADH
blue laundry bins located in each department.
Explanation
and
We signed a contract and will receive a service from a new cleaning company, D&W Garment
supplemental Care Center, effective December 8 2022. Benefits of the change you should notice as follows:
Idea
Fragrance-and scratch-free garments’
An additional coat each week
Immediate replacement of worn or damaged garments
In form your department head if you need to report lost or damaged garments.
Occasionally the purpose of a memo is to share negative news which information that
readers will not pleased to get, such as employee lay offs or unpopular policy changes.
Negative message can range from serious to mildly disappointing.
Readers usually are not expecting bad news, and in this case, the direct approach is not
the best choice.
Disappointment may be so great if readers see the bad news immediately and miss the
explanation entirely.
A bad news message must relay the bad news and still try to maintain the reader’s
goodwill.
The strategy for bad news is indirect:
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Example Memo:
Bad News Using those creative energies, some of us have been talking about ways to improve our
Statement professional image. Toward this end, the shop will adopt a uniform dress policy beginning on
the first working day of next month, Monday, July 2, 2022. You may choose from solid navy or
solid white outfits or outfits combining those two colors.
Positive
Close
Besides enhancing the shop’s professional image, the new policy will save you money because
your personal clothes will not be subjects to the chemicals that you use every day. Any creative
energy you have left can be lavished on clients to make our shop the most popular one in town!
Distribution List
Corrine Capellas
Denna Galanti
Kenston Petterson
Mimi Ubuntu
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reproduced for educational purposes only and not for commercial distribution.
C. Persuasive Message
A persuasive message is any correspondence in which the sender attempts to convince the
receiver to agree with the writer. It is often used to sell products or services. It also includes requests
for assistance, support, or participation, such as a request for an employment recommendation or an
invitation to participate in any charity’s telethon.
Hook your reader’s attention – grabs the readers’ attention by using questions and humor
Convince your audience of the advantages or benefits – gives details and persuades the
readers by making it easy to respond to the request
Motivate you reader to action – tries to close the deal by calling the readers to action, telling
them what to do and when to do it.
Example Memo:
SUBJECT: Using the Board to Help Yourself or Putting Your Schedule to Work
for You and Others
Hook
Would you like the IRS to be able to find you in order to deliver your tax refund check? Would
you like customers to be able to find you when they want to place an order?
Convince If these possibilities are important to you, please help me to help you. Just today I have had five
calls for representatives I could not locate. That could be five orders that will not be placed, as
well as communications that will not go into your paycheck. To avoid this problem, check in and
out on the board. It is still on my office door, and a brand-new marker is attached for your use.
Motivate Please remember to sign in when you arrive at work and to sign out when you leave for the day,
but especially mark those times you leave the building for lunch or sales calls. If you do, I can
tell you callers when to call again or when to expect your return call. And I’ll even hold your
refund check until you return!
Distribution List
Thiago Barcelos
Tierra Chavez
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Carol Frye
Lena McKenzie
Darya Morchenko
Keith Sommers
Randy Van Dyne
The students are given activity sheets on how to begin and how to end inquiry/sales letter; and how to
respond inquiry/sales letter when the inquiry is granted and not granted.
The students are given 3 tasks where they need to analyze and apply the guidelines in composing
memos. After analyzing which message of a memo suits the situation given, they are going to
compose a memorandum considering the proper format and organization.
Task 1.
Write memo from Christa Brinkdopke, Chief of Installation Services for Fox Cablevision, to Eric Monroe,
an employee under her supervision. Eric has just completed 25 years of service with Fox Cablevision,
and Christa wants to show he support for his work. Eric has had perfect attendance for the last three
years, and his customer evaluation are consistently positive.
Task 2.
As assistant to your Quality Assurance Team at the World Wide Insurance, you are incharge of
scheduling meetings. The chair, Ruben Flores, has asked you to call a meeting for Monday afternoon,
April 24, 2022. He wants the group to discuss a recent employee concern regarding unsafe exercise
equipment in the Employee Wellness Center. Ruben would like the Quality Assurance Team to gather in
Room 124-C at 4:15. He expects the meeting to end at 5 p.m. write a memo announcing the meeting.
Task 3.
You are Chief Food Scientist for Lehigh Bakery in Anderson, Wisconsin. Duane Carlson, president of the
Logan Dairy Cooperative, a farmer-owned and farmer-operated sales organization under contract to sell
its entire production to your company, has invited you to speak to his members regrading the effect of
certain veterinary medicines on the taste of dairy products. On the date the Cooperative requested,
Thursday, January 18, 2022, you are already scheduled to attend a meeting of the American Association
of Bakers. Write a memo declining the invitation to speak to the cooperative.
The teacher will announce the schedule of the chapter test so everyone has to be online and take the
chapter test within a specified period.
IX. REFERENCES:
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reproduced for educational purposes only and not for commercial distribution.
1. Worthington, D.S and S. Jefferson (2011). Technical Writing for Success. 3rd edition. Oklahoma, USA:
South-Western Cengage Learning.
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reproduced for educational purposes only and not for commercial distribution.