Business writing (final)

Business
Writing

Table of
Contents

Content Page

Principle of Business Writing...... 1 - 2

5c's of Business Writing................. 3 - 4

The Business Letter's Style........... 5 - 6

Direct and Indirect Approach...... 7 - 8

Elements of Busines Letter........... 9 - 10

Enquiries Letter................................. 11 - 12

Replies to Enquiries......................... 13 - 14

Invitation Letter................................. 15 - 16

Acceptance Letter............................ 17 - 18

Refusal Letter..................................... 19 - 20

Persuasive Correspondence......... 21 - 22

Complaint Letter............................... 23 - 24

Adjustment Letter............................ 25 - 26

Principle of
Business
Writing

Business writing aims to a
resultant action and convince the

reader to make it.

Business writing can take various
forms and may target wide cross
sections of a potential audience,
each of which will have a different
set of needs and requirements.

1.AUDIENCE BUSINESS
AWARENESS WRITING
FOCUS ON
analyze your
readers in terms of 2.STRONG
what they expect PURPOSE
and need
think critically and
3.GRAMMAR AND carefully about
LANGUAGE what you want the
reader to be able
The message must be to accompliseh
clear and avoiding
inappropriate writing
and grammatical errors
in business writing

Reference : https://writingcooperative.com/the-
crucial-principles-and-techniques-of-effective-
business-writing-deee432e162c

BUSINESS WRITING
SHOULD FOCUS ON

(CONT.)

4.BE DIRECT 5. ATTENTION
TO FORM
Save your reader
time, by presenting Many other types of
your main idea and business writing
also be direct what require particular
you want formats. Eliminates
confusion and helps
6. APPROPRIATE the reader quickly
TONE identify the purpose
of the document.
Pay attention not
only to what is said,
but how your
words may be
interpreted. Do not
be overly informal
or familiar.

Reference : https://writingcooperative.com/the-
crucial-principles-and-techniques-of-effective-
business-writing-deee432e162c

5 C’s of
Business Writing

A communication is said
effective when your message will be
received and understood the way you
intended. A very helpful guideline to
effective communication is 5Cs principles
providing a checklist for making sure that
every kind of communication, such as emails,

calls, reports, and presentations,
is well-constructed and straightforward.

1. CLEAR

Make sure your purpose and
intent is clear to the reader.

Make sure sentences are not too long or complicated
by using short, easy and familiar words
Avoid needless jargon and chichés
Organize each paragraph around one central idea

2. COMPLETE

Include all the information the
reader needs to have.

Provide all necessary information.
Answer all questions asked
All of the details included for the reader to take
action
check for the five W’s (who?, where?, why?, when?,
what?)
Give something extra, when desirable

Reference: http://businessenglishace.blogspot.com/
2014/05/5-cs-to-effective-business-writing.html



The Business
Letter‘s Style

Writing Format

1) Full Block Style
In the Full Block Style, the
components of the letter
will always align to the left
side of the letter. The first
letter of each paragraph will
not have to indented.

2) Modified Block Style
Almost similar with Full Block
Style letter, there are some
components that align to the
right side of the letter such as,
the heading, the complimentary
close, the signature and etc.

3) Semi-Modified Block Style
The Semi-Modified Block Style
is the format that is slightly less
formal than Block Style. The
preference is almost the same
as Modified Block Style, but the
paragraphs of the body parts
have to be indented.

Language Used

The language use in the Business letter
normally should be formal and straightforward
to the objective of the letter. The tone of
language should be in the positive way to
maintain the goodwill of the reader.

In the business letter, the writer should be
concerned about the grammar to avoid the
misconception of the context in the letter.
Avoiding Jargon is a must because
sometimes it is difficult for the reader to
decode the message.

7 C's Clarity - being clear on the message
Correct - concerning correction of information
of Communication Complete - having all required details
Concrete - being clear on the information
Concise - being straight forward to the point
Coherence - being logical
Courteous - being polite

References

Nizhni kova . (n.d.). Structure, Style and Language of Business Letters. Retrieved 27, 2020, from
http://dspace.onua.edu.ua/bitstream/handle/11300/904/Nizhnikova
7 C's of communication. (2019, September 26). Retrieved April 28, 2020, from
https://thebusinesscommunication.com/7-c-of-communication/
Strukture.pdf?sequence=1&isAllowed=yLetter Formats: Block, Modified Block...: Lexico. (n.d.). Retrieved
from https://www.lexico.com/grammar/letter-formats-block-modified-block-and-semi-block

Maded by : Canva THIS INFOGRAPHIC WAS MADE FOR
THE COURSE BASIC BUSINESS WRITING (1006373)

SCHOOL OF LIBERAL ARTS, MAE FAH LUANG UNIVERSITY

Direct and Indirect
Approach in
Writing Business
Messages

Direct

• The direct approach is used when the
audience has positive aspect with the message.
• It helps us to save time to follow the next
content.
• Example of sentence: Online channel is no
longer an important selling point with
customers.
• Example letter :  reservations, appointments,
requests for action, inquiries, good news and
credit and claims.

Indirect

• The indirect approach is the best way to
deliver message which has negative aspect to
the audience.
• It is harder than the direct message to follow
the content.
• It can decrease struggle and negative
reaction of audience
• Example of sentence: Would the online
channel withdrawal effect to our sales of
cosmetic?
• Example letter: refuse claims, refuse credit,
decline services and favors, negative news,
turn down applicant

Information Source:
http://faculty.winthrop.edu/kosterj/writ465/management/directapproach.htm

Direct and Indirect
Approach in
Writing Business
Messages

•BUSINESS LETTER•

DIRECT INDIRECT

INTRODUCTION PROPOSE RELEVANT,
ATTENTION-
CONGRATULATIONS
ON YOUR 8TH GETTING
ANNIVERSARY AT STATEMENTS
BANYAN TREE PHUKET
THANK YOU FOR
YOUR LETTER.

BODY DETAIL PURPOSE
WITH DETAILS.
FOR THE
AUDIENCE
RESPOND
CORRECTLY

CONCLUSION MOTIVATION COURTEOUS
AND POLITE CLOSE

CLOSURE GOOD WISHES

Information Source:
http://webhome.auburn.edu/~dgr0003/3040/documents/organizationplansforbusinesslet
ter.pdf

Elements of
business letter

For the Elements of business

letter can be seen below it.

-------------------------------------------------------- 1

------------ 2

------------- 3
------------------------ 4

------------------ : 5
---------------, 6
----------------------- 7

--------------------------------------------------------------------------------------------------------------------------- 8

--------- 11 ------------, 9
--------- 12 ------------------ 10
--------- 13
--------- 14

ESSENTIAL OPTIONAL

(1) The Heading (3) Reference Line
(2) The Date (5) Attention Line
(4) The Inside Address. (7) Subject line
(6) The salutation (11) Identification Initials
(8) The Body (12) Enclosures
(9) The Complimentary (13) Carbon Copy

Close Notation (CC)
(10) The Signature Block (14) Postscript (PS)

Element of a Business Letter.(n.d.) Retrieved April 30, 2020, from
https://writing.colostate.edu/guides/page.cfm?pageid=1473&guideid=72

Elements of
business letter

1

3 2

4 7

5
6

8

9
10

11
12

13

Essential Optional

(1) The Heading (3) Reference Line
(2) The Date (5) Attention Line
(4) The Inside Address. (7) Subject line
(6) The salutation (11) Identification Initials
(8) The Body (12) Enclosures
(9) The Complimentary (13) Carbon Copy

Close Notation (CC)
(10) The Signature Block

Enquiry
Letter

What is an enquiry letter?

An enquiry letter is a letter that a customer writes to attend
the products with any required to steady the service from a
seller or an organization.

How to write an enquiry
letter?

List the contact information
Make sure you include:

-Name
-Phone Number
-Address-Email 
In the first paragraph, you have to say thank you if there is a
resume attached for reconsideration. 
Say the reason why you write this letter and ending with
invitation of contactIn the second paragraph, you have to
write more details about the company department that
you are interested in.
Give a position that you are interested in the third
paragraph and give the reason why you need to work with
the company.
Don’t forget to write a closing and sign your name:
-Sincerel
-Thankfully

LearnGrammar.Net (n.d.) How to Write an Inquity Letter. Revise 29.2020
fromhttps://www.learngrammar.net/a/how-to-write-an-inquiry-letter

Enquiry
letter

Example

Reply
Enquiry
Letter

What is replies enquiry letter ?

A Replies an enquiries letter is written by an
organization to responded to any customer.
The sender has to give the answers to
customers in this letter. For instant, the details
of the product, quality and quantity.

How to write replies enquiry
letter?

The inquiry has to be specific that what
made for
Give the information for person’s
interested 
In response to enquiries letter, you might
attached any brochures or catalogs or
give them a suggestion -
Close the letter by saying with a pleasure
to give any further information to the
readers

LWriteExpress Staff Writers (n.d.) How to Write a reply Inquiry Letter. Revise 30.2020
from https://www.writeexpress.com/How-to-write-an-inquiry-letter.html

Replies to
Enquiries

Example

Invitation
Letter

What is an invitation letter?

An invitation letter is a letter which is written to
invite someone to have a participation in a special
occasion. There are 2 types of invitation letters,
which are official invitation letters and personal
invitation letters. An official invitation letter can be
written as a formal letter to invite official people in
business. For a  personal invitation letter is the
letter which is written to invite close friends,
family or neighbors. It can use an informal
language to write in this letter.

How to write an invitation letter?

Write the subject to show a purpose of the
invitation letterStart with salutation 

We are glad to invite you
On behalf of the company, we would like to invite you  
Telling the purpose in the first paragraph to show your
respect   
Describing the plan of the event in the second paragraph
and identify yourself   
Giving them require action in event, for example, Dress
code, Gift, Time, Place and Special activities

LWriteExpress Staff Writers (n.d.) How to Write an invitation Letter. Revise 28.2020
fromhttps://targetstudy.com/letters/invitation-letter/

Invitation
letter

Example

Acceptance
Letter

What is acceptance letter ?

An acceptance letter is a letter written to
respond to a special offer, invitation or others.
It is a letter that you have to confirm on a
document.

How to write an acceptance
letter ?

Start the letter with saying thank you 
Provide them about your confirmation 
Close the letter by restating your point

LWriteExpress Staff Writers (n.d.) How to Write a reply Inquiry Letter. Revise 30.2020
from https://www.writeexpress.com/How-to-write-an-inquiry-letter.html

Acceptance
letter

Example

Refusal
letter

how to write business
refusal letter?

The good refusal letters are not necessary to
prolong, or over-detailed.  In case that you
don’t know much about the audience — the
whole letter may be just a few lines. The
refusal letters follow a pretty common form:

SAY THANK YOU DISTRIBUTE
TO THE AUDIENCE ABOUT WHAT’S

For example GOING ON

Thanks for your For example
patience...
I’m afraid I’m

going to...

PROVIDE THE OFFER DESIRE
MAIN REASON
For example
For example
would you be
unfortunately interested in ... in
the....
the future?

Information Source:
http://Harvard Business Review.org/

Refusal
Letter

Example

Persuasive
corresponde
nce

how to write business
persuasive correspondence?

In business courses, your writing often must
include a recommendation, which will be
based on careful research and analysis of
information.

BASED ON MINDFUL RESEARCH OF
INFORMATION

INVOLVES OFFERING A PROCEDURE,
PLAN, OR JUDGEMENT

PROVIDING A RECOMMENDATION
AND ENCOURAGING

Information Source:
http://universityofarkansas.edu/

Persuasive
corresponde
nce

Example

Complaint
letter

how to write a business
complaint letter?

When writing a complaint letter you should:
describe your problem and the outcome you
want include key dates, such as when you
purchased the goods or services and when
the problem occurred.

Make sure you
Emphasize include :
on the most - the cause
reliable datas - what is wrong?
-what would you
like from this
complaint?

Complaint Use passives
letters are sbtarutoansiidbngeehmstlowselsriakseye
normally written
in a formal

style

Use Yours faithfully to sign off
when you don't know who is the

person you're writing with

Information Source:
https://learnenglish.britishcouncil.org/

Complaint
letter

Example

Adjustment
letter

how to write a business
adjustment letter?

Adjustment letters are originated to please
people who consign a complaint letter.Most
adjustment letters are written in reaction to
a mention filed against the company such as
a letter about faulty goods or careless
service. Your letter should do the following:

Apologize Propose
compromise
Ex. We apologize
for the ... Ex. we offer you
a ...

Revive good intention

Ex. Thank you for helping us to
improve ...

Information Source:
https://learnenglish.britishcouncil.org/

Adjustment
letter

Example

Group members

Yannapat Sookkarat 5931006043
Peerachaya Wuttichonlapak 5931006059
Borimas Sonnoy 5931006083
Pornpitcha Chulyanon 5931006119
Tanaporn Junyanon 5931006244
Nawarint Chaimongkol 6031006117

Section 1