BUSREP

Business
Corresponde
nce
Presenter

Abia Cabalhin
Alisbo Canillo
Balsomo Sorillo
Bayona Carmona
Belga Cotejo
Table Of Content

01 Definition of Business
Correspondence

02 Importance of Business
Correspondence

Parts & Qualities of

03 Good Business Letters

04 Forms & Types of

Business Letters

05 Meeting Documentation
 DEFINITION OF BUSINESS
CORRESPONDENCE
Business refers to the activities related producing,
distributing, selling, or purchasing goods services.

Correspondence is simply a form of

communication by letters.

Business Correspondence is, therefore, any

form of communication by letters which deal with
the transmission of messages arising out of the
production, distribution, and sale or purchase of
anything value.
Key Elements of Business
Correspondence

Two main characters:

• Sender and Receiver

Bridge of understanding:
• Medium of communication
(language,usually English)

Students must learn proper forms and

requirements

Can be formal or informal

Formal: follows correct form & style

Informal: less strict, no rigid format

EXAMPLES:

• Sending a purchase order to a

supplier.

• Writing a letter to request

payment.

• Confirming a meeting with a

client.
 IMPORTANCE OF
BUSINESS
CORRESPONDENCE
Business correspondence is essential in
realizing organizational goals. Meeting
people personally can be quite a time-
consuming job hence, business
correspondence helps businesses with:
• MAINTAINING PROPER
TheRELATIONSHIPS
significance of business letters is governed by the
fact that it facilitates effective communication which
does not cost the business much. It strengthens the
business by making communication, within and
outside the organization, clear and concise.

• ACTS AS EVIDENCE
The importance of business correspondence is further
solidified as it lets businesses keep records of facts that
can serve as evidence at a later point in time.

• CREATING GOODWILL
A company's growth increases due to business
correspondence. It creates goodwill between business
and clients since any letter like a complaint, feedback, or
suggestion promotes a healthy relationship.
• COSTS VERY
AnLESS
inexpensive mode of communication in terms of
money as well as time. This method of correspondence
in business communication is very convenient for
businesses.
• REMOVES AMBIGUITY IN
It COMMUNICATION
is a formal correspondence between the involved
parties, which helps in unambiguous communication.

• HELPS BUSINESSES EXPAND AND

A GROW
business can have a seamless flow of information
regarding any product or resources through business
correspondence. This helps in the proper utilization of
manpower and time management, which in turn leads to
expansion and growth in business
PARTS & QUALITIES
OF GOOD BUSINESS
LETTERS
 WHAT IS A BUSINESS LETTER?
A letter written for business purpose is a
business letter. Inquiry letter, offer letter,
order letter, cover letter, notices, termination
of employment are some of the business
letters. Suppose a person wants to write any
of these business letters.
The main question is to how to write a business
letter? There is a pre-specified format for writing a
business letter. There are some parts of a business
letter and rules associated with them.

Let us start to know how to write a business letter

by knowing the parts of a business letter.
• PARTS OF GOOD BUSINESS
LETTER:
1.The Heading or Letterhead- It usually contains the
name and the address of the business or an organization. It
can also have an email address, contact number, fax
number, trademark or logo of the business.

2. Date- We write the date on the right-hand side corner of

the letter below the heading

3. Reference- it shows the department of the organization

sending the letter. The letter-number can also be used as a
reference

4. The Inside Address- It includes the name, address,

postal code, and job title of the recipient. It must be
mentioned after the reference. One must write inside
address on the left-hand side of the sheet
5. Subject- It is a brief statement mentioning the reason
for writing the letter. It should be clear, eve catchy, short,
simple, and easily understandable.

6. The Greeting-It contains the words to greet the

recipient. It is also known as the salutation. The type of
salutation depends upon the relationship with the
recipient. It generally includes words like Dear.
Respected, or just Sir Madam. A comma (.) usually follow
the salutation.

7. The Body Paragraphs -This is the main part of the

letter. It contains the actual message of the sender. The
main body of the mail must be clear and simple to
understand. The body of the letter is basically divided
into three main categories.
8. Opening Part: The first paragraph of the mail
writing must state the introduction of the writer. It also
contains the previous correspondence if any.

9. Main Part: This paragraph states the main idea or

the reason for writing. It must be clear, concise,
complete, and to the point.

10. Concluding Part: It is the conclusion of the

business letter. It shows the suggestions or the need of
the action. The closing of the letter shows the
expectation of the sender from the recipient. Always
end your mail by courteous words like thanking you,
warm regards, look forward to hearing from your side
etc.

11. The Complimentary Close - It is a humble way of

ending a letter. It is written in accordance with the
salutation. The most generally used complimentary
12. Signature and Writer's Identification It includes
the signature, name, and designation of the sender. It
can also include other details like contact number,
address, etc. The signature is handwritten just above
the name of the sender.

13. Enclosures show the documents attached to the

letter. The documents can be anything like cheque,
draft, bills, receipts, invoices, etc. It is listed one by
one.

14. Copy Circulation - It is needed when the copies of

the letter are sent to other persons. It is denoted as
C.C.

15. PostScript - The sender can mention it when he

wants to add something other than the message in the
body of the letter. It is written as P.S.
ESSENTIAL QUALITIES
OF BUSINESS LETTER
A person should always maintain the quality of the
business letter. The qualities of a business letter make
it presentable. It becomes easy for a person or an
organization to imprint an impression onto the others.
The qualities of a business letter can be classified as:
Inner Quality Outer Quality
INNER QUALITY -
It refers to the quality of language used and the
presentation of a business letter. They are;

• Clear - The language used in the business letter

must be clear. It helps the receiver to understand
the message immediately, easily, and clearly. Any
ambiguity will lead to the misinterpretation of the
message stated.

• Simple - The language used in the business letter

must be simple and easy. One must not write a
business letter in difficult and fancy words.

• Concise - The message written in the letter must

be concise and to the point.
• Concrete - The message is written must be concrete
and specific. By using concrete language, a reader will
have a clear picture of the message.

• Accuracy - One must always check for the accuracy of

the business letter. Accuracy generally means no error
in grammar, spelling, punctuations etc. Correct
personnel should be targeted for communication.

• Coherent - The language used in the business letter

must be coherent. The message must be in a logical
way for the clear understanding of the message. The
flow of the message must be consistent.

• Complete - One must write a complete message. It

helps the reader to know about the issue and the
solution to be taken. It should provide all the necessary
information. One must also keep in mind that the
message should be concise and short along with the
complete details.
• Relevance - The letter should only contain
important information. Irrelevant information
should not be included and avoided in any business
communication.

• Courteous - The language used in the business

letter must be courteous. A writer must always use
open, friendly, and honest wording in his letter. It
does not mean that one must use slang and
abusive words. One must always add the words like
please, thank you etc.

• Neatness - A business letter must be neatly typed

or handwritten. Proper spacing, indention, and use
of paragraph should be used.
OUTER QUALITY-
The outer quality of a business letter means
the quality of its outer appearance. The outer
look of the letter must be catchy and
impressive. Some of the outer qualities are:

• Size of the Paper -The standard size of paper

should be used. An A4 paper is the most used
paper for writing a business letter.

• Quality of the Paper - The quality of the paper

used must be good. It is not always possible for a
firm to use the costly paper. One must use good
quality paper for original copy and ordinary copy
for the duplicate copy.

• The Color of the Paper- Sometimes it is very

useful to use the different color of paper for
different types of letter. The receiver can clearly
understand the intention and the purpose of the
• Folding of Letter - One must fold the letter
properly and uniformly. The folding must be done to
fit the letter in the envelope. It is noticeable that
one must not over fold the letter. It will have a bad
impression on the reader's mind.

• Envelope - The envelope used must be of good

quality. Special attention must be given to the size
of the envelope for fitting the letter.
FORMS & TYPES
OF BUSINESS
LETTERS
 Full block form is a style of
writing used in business and formal letters
where all text is aligned to the left margin, with
no indentations. In this format, the date,
address, salutation, body, closing, and
signature all begin at the left margin.

It is considered the most common

and professional style for business
correspondence. This format improves
readability because of its neat and uniform
structure. Many organizations prefer full block
form because it looks modern, simple, and easy
to follow.
Modified block form is a style of letter writing where
most parts of the letter (like the inside address,
salutation, and body) are aligned to the left margin,
but the date and closing/signature block are placed on
the right side.

This format is less formal than the full block style but
still widely used in business correspondence.

It creates a slightly more balanced appearance on the

page compared to full block. Many organizations
prefer modified block form because it combines
professionalism with a touch of traditional style.
Semi-block form (also called indented form) is
a style of letter writing where the date and
closing/signature begin at the right side, similar
to the modified block form. However, in the semi-
block style, the first line of each paragraph is
indented, unlike the full block and modified block
styles where paragraphs start at the left margin.

This form is slightly more formal and traditional,

giving the letter a less rigid look. It is less
common today but still used in some formal or
personal business correspondence.
Simplified form is a letter-writing style
designed to make business correspondence
clearer and more direct.

In this format, the salutation (e.g., “Dear Sir”)

and complimentary close (e.g., “Sincerely”) are
omitted, and instead, a subject line in all capital
letters is placed before the body of the letter.

All parts of the letter are aligned to the left

margin, similar to the full block style. It is
especially used in situations requiring speed,
clarity, and impersonal communication.
Indented style in writing means that
the first line of each paragraph begins a
few spaces inward from the left margin
(usually about half an inch).

This makes it easy for readers to see

where a new paragraph starts.
Indenting is common in essays, stories,
and formal documents. It gives the text
a neat and organized appearance.
 1.AMS (Administrative
Management Style) Format is
a simplified and highly efficient
format primarily used for internal
communication in organizations.

It reflects a no-nonsense,
straightforward approach to
business communication.

Key Features:
• No salutation (like "Dear
[Name]") or closing (like
"Sincerely").
• The subject line is written in all
caps and centered.
• Ideal for memos, directives, or
2. Hanging Indent Format - This
format is used when the first line of
each paragraph is flush left, and the
subsequent lines are indented.

It provides a visually distinct and

organized structure, often used for legal
documents or reports.

Key Features:
• Clear separation of paragraphs for
easy reading.
• Often used in formal, detailed
communications.
3. Two-Column Format - This layout
is used to present information side by
side, making it ideal for comparisons,
pricing details, or proposals.

It emphasizes clarity and organization,

allowing the reader to quickly compare
two sets of data.

Key Features:
• The letter is divided into two
columns: one for headings or
categories and the other for details.
• Often used in sales letters,
quotations, or business proposals.
4. Email Format for Business Letters - This
is the most modern and widely used format for
business communication today, as it is sent
electronically.

It prioritizes efficiency, accessibility, and

speed, reflecting a modern and professional
tone.

Key Features:
• Starts with a professional subject line. -
Includes a brief greeting (e.g., "Dear
[Name]" or "Hello"). Body text is concise
and to the point.
• Ends with a polite closing and a
professional email signature.
5. Full-Justified Format - The text is
aligned to both the left and right margins,
creating a "blocky" appearance. It conveys
a formal and structured tone.

6. Mixed Punctuation Format - Uses a

colon after the salutation (e.g., "Dear Sir:")
and a comma after the closing (e.g., "Yours
truly,"). It reflects a traditional style of
business etiquette.
• WHY THESE FORMATS
MATTER:
Clarity: The format ensures the
reader can easily navigate the
letter.

Professionalism: Choosing the

right format demonstrates
attention to detail and respect for
the recipient.

Purpose-Driven: Each format

aligns with the intent of the
communication, whether formal,
casual, or highly detailed.
1. Cover letters - A cover letter is a business letter
typically sent with your resume when applying to a
job.

2. Letter of recommendation - A letter of

recommendation is written on behalf of another
professional to verify their qualifications and work
ethic.

3. Interview follow-up letters - You can send a

follow-up letter after interviewing for an open position
to thank the interviewer for their time and to
demonstrate your interest in the job further.

4. Offer letters - An offer letter is an official offer of

employment that describes the specific terms of the
position.
5. Sales letters - The purpose of a sales letter is
to introduce a service or product to a client or
customer. Sales professionals often use these
letters when making new contacts with
prospective buyers or strengthening relationships
with longtime clients.

6. Letters of commendation - Letters of

commendation are a form of employee
appreciation, and companies send them out to the
entire staff to congratulate an employee for a job
well done.

7. Letters of resignation - A letter of

resignation informs your employer of your intent
to resign. While you may verbally notify your
coworkers and employer of your plans to leave,
many organizations prefer to have an official letter
Thank you letters - A professional thank you letter
is an important way to let colleagues, employers,
vendors or other business contacts know you value
their time or efforts. Sending a professional thank you
letter will build rapport with the recipient and
communicate your intentions for the future.

Complaint letters- Complaint letters are usually

sent by consumers to businesses when they're
unhappy with a service or product. Businesses may
also occasionally need to write a complaint letter. For
example, an employee may be asked to write a
complaint letter on behalf of a company who is
dissatisfied with a product.

Apology letters - An apology letter is an important

tool in the workplace that acknowledges a mistake,
expresses regret and asks for the letter recipient's
forgiveness or patience. Apology letters create a
Apology letters - An apology letter is an important tool
in the workplace that acknowledges a mistake, expresses
regret and asks for the letter recipient's forgiveness or
patience. Apology letters create a formal record of your
admitting to and attempting to rectify a mistake or
failure.

Office memorandum - An office memorandum or

business memo is a short yet formal document used for
communication between the business and its employees.
Effective memos are brief and easy to navigate. The
document is primarily for internal use, such as an
announcement regarding changes to personnel within an
organization or updates on company gatherings.

A welcome letter - is a formal way of introducing a

company or employee and provides basic information to
the recipient. For example, while a new employee
welcome letter provides employees with the information
to help them better prepare for their first day of work, a
Request letters - A request letter is a way to formally
ask for something in the workplace. You can use this
letter to request a raise, a training class, a
recommendation or even a meeting to ask for a
promotion. Letters of request can also be a beneficial
way to acquire specific information.

Announcement letters - A business announcement

letter is a letter sent out to employees, vendors,
customers or the press to declare something of note for
the company, such as a change of policy, an employee
or management change, a merger, a takeover, a
product release or an event. The letter is typically short
and written in a formal note.

Termination letters - A termination letter is a

respectful yet effective way to dismiss an employee
from their current job. Termination letters are also called
a "letter of separation," "a notice of termination of
 MEETING
DOCUMENTATION
❖ Meeting documentation is typically referred
to informally as “meeting notes” and, in more
formal situations, “meeting minutes” is
generally a record of what went down at a
meeting. This includes the topics discussed,
who presented what, and action items.

01
 • COMMON MEETING
DOCUMENTATION
❖ Three Basic Documents
➢ The notice
- to inform people when and where the meeting will
take place
➢ The agenda
- to brief people on what will be discussed
➢ The minutes/reports
- to record the discussions and decisions of a meeting

❖ Two Supplementary Ones

➢ Agenda Papers
- additional material to supplement what appears on
the agenda if necessary
➢ Chairman’s agenda
- an extended version of the agenda to ensure that
the chairman is particularly well briefed
 • BEST PRACTICES FOR A
WRITING MINUTES AND
AGENDAS
• BEFORE THE MEETING:

Review the agenda of the board meeting -

Familiarizing yourself with the agenda allows you
to anticipate the flow of the meeting. Carefully
review the agenda items to understand the
discussion topics and their order. This mentally
prepares you to capture key points effectively. It
also helps in formatting your minutes properly
and ensuring no topic is overlooked.
Identify key participants -
Each participant has a specific role to fill, whether
they are the meeting leader, a key decision maker or
the timekeeper. Identifying these roles helps
accurately capture and attribute comments, decisions
and action items. It’s easier to note contributions and
keep the meeting on track when you know the key
participants.
Review past minutes -
Glean the minutes from the previous meeting to spot
any pending issues or action items. Send them for
corrections and approval before your meeting starts
to save significant time.

Obtain copies of all reports -

Maintain copies of all reports and documents to be
discussed during the meeting. This includes financial
reports, project updates and performance reviews.
Having these documents on hand allows you to
 • DURING THE MEETING:
Check off attendees as they join -
Start your minutes by recording who is
present. As attendees join the meeting, check
off their names on your list. This practice makes
the formal attendance call quicker and allows
you to notice if someone is missing.

Document decisions and action items -

Your primary focus should be on recording the
decisions made and the action items assigned.
Decisions are the core outcomes of the
meeting, so it is important to be precise in how
you record them. Mention what was agreed
upon, the discussions that preceded it and the
rationale behind the decision.
Ask for clarification if necessary -
If any point of discussion is unclear to you, do not hesitate to
ask for an explanation during the meeting. It is important to
have a good understanding of all discussions to keep accurate
minutes. Clarify points on the spot to prevent errors or
omissions in the final record.

Ensure accuracy and completeness -

Accurate meeting minutes are vital for reminding everyone of
their duties and ensuring accountability. Pay close attention to
what is being said and refer to the agenda items to ensure no
point is overlooked. Recheck all critical points discussed at the
end, including decisions and follow-up actions.

Do not try to capture it all -

While it might be tempting to document each word, it can
make your minutes difficult to navigate. Focus on summarising
key points, decisions and action items instead of writing them
verbatim. Avoid documenting off-topic or off-record remarks.
Break down conversations into their core elements to create
Handle sensitive information -
Sensitive information may be discussed during the
meeting. You can ensure discretion by summarising
such discussions without revealing specific details.
Include sensitive details only if they are vital for
accuracy and context and you can guarantee the
document’s secure handling.
• AFTER THE MEETING:
Review and edit notes as soon as possible -
Review and edit your notes while the discussion is
still fresh in your mind. Correct any errors, clarify
ambiguous points and ensure that all key decisions
and action items are noted down accurately.

Distribute minutes promptly -

Aim to distribute the minutes to all participants
within 24-48 hours of the meeting. Prompt
distribution enables timely follow-ups and allows
members to address discrepancies and provide
additional input while the details are still fresh.
Store minutes for future reference -
Organize and store the minutes in a secure and accessible
location for future reference. This could be a physical
filing cabinet, a shared drive, a document management
system or a board portal, depending on your company’s
practices. Only authorised personnel should have access
to the record and it should be easy to retrieve for audits
or future reference.

Follow up on action items -

Track and monitor the progress of action items. Set
reminders to manage deadlines and ensure
accountability. Check in with responsible members to
ensure tasks are completed as assigned.

Handle corrections and amendments -

Address any requested corrections or amendments to the
minutes promptly. Review changes, update the minutes
accordingly and distribute them to relevant members.
• IMPORTANCE OF
ACCURATE AND TIMELY
DOCUMENTATION
1. Keeps things aligned and brings
clarity.
2. Reduces misunderstandings and
rework.
3. Streamlines quality and process
control.
4. Supports team collaboration.
5. Removes duplication of work.
6. Helps new employees learn quickly.
7. Shows best practices, policies, and
procedures.
8. Supports product maintenance and
deployment.
REFERENCE
S:
(https://www .vedantu.com/commerce/business
correspondence)

https://www.scribd.com/document/447461603/
ESSENTIAL-QUALITIES-OF-BUSINESS-LETTER

https://www.indeed.com/career-advice/career-
development/types-of-business-letters

https://www.paymoapp.com/blog/the-complete-guide-
on-how-to-document-a-meeting/
https://link.springer.com/chapter/10.1007/978-1-349-
17180-4_7
THAN
K
YOU!