CHARACTERISTICS AND
ELEMENTS OF A
BUSINESS LETTER
Characteristics of a Business Letter
1
Completeness
6
Concreteness
2
3
4
Correctness
Conciseness
Coherence
7
Courteousness
8
9
Consideration
Consistency
5
Clarity
10
Credibility
1
Completeness
Completeness
• Refers to the inclusion of complete information.
• The business letter should answer the question
-
WHO
-
WHAT
-
WHEN
-
WHERE, and
-
HOW
2
Correctness
Correctness
• Refers to the correct grammar, punctuation, spacing, information,
and structure.
Correctness
• Refers to the correct grammar, punctuation, spacing, information,
and structure.
• It also refer to the correct format of a business letter.
Correctness
• Refers to the correct grammar, punctuation, spacing, information,
and structure.
• It also refer to the correct format of a business letter.
- To attain correctness, double check the spelling of the
names, the address of the letter that you are sending to, verify
numbers and amounts, always check the dictionary.
3
Conciseness
Conciseness
Conciseness
• Refers to being direct and brief without compromising the complete idea.
• Should not include unnecessary information which might confuse the
reader.
• Example:
Instead of saying:
At the present time
now
Prior to
before
Pitch in
join to
Start from starch
make new from nothing
Meet the deadline
complete the job
4
Coherence
Coherence
• Refers to the smooth flow of ideas in a business letter.
• The content of a business letter should be in order and easy to follow.
Coherence
• Refers to the smooth flow of ideas in a business letter.
• The content of a business letter should be in order and easy to follow.
- Some of the devices that you may use to achieve coherence
are use of synonyms, use of transitional words, use of pointers,
use of repetition of words, and use of sentence patterns.
5
Clarity
Clarity
Clarity
• Refers to readability of information which is easy to understand.
Clarity
• Refers to readability of information which is easy to understand.
• Bear in mind that simple words are more preferred than complex ones.
6
Concreteness
Concreteness
• Refers to the use of specific words not general words.
• Example:
Instead of saying:
Say:
Return of investment
profit
Market penetration
successful selling
7
Courteousness
Courteousness
Courteousness
• Refers to the politeness of the tone of the business letter.
• Being friendly by showing positive approach is the key for a successful
communication in business.
• Example:
Negative
bad
sad
old
hard
slow
disagree
delay
demand
Positive
good
glad
new
easy
fast
agree
early
request
8
Consideration
Consideration
• Refers to the use of professional tone to show respect to the reader of
the letter.
• Anticipate the “YOU” attitude in writing.
• Example:
Instead of saying:
We are glad to offer you the best services.
Say:
You will be pleased to find must-try services in our
branch near you.
9
Consistency
Consistency
• Refers to the uniformity of the time and style of
the writer of a business letter.
10
Credibility
Credibility
• Refers to the personality of the writer as
himself which might reflect on his writings.
Element of a Business Letter
Element of a Business Letter
Business letter is part of communication, it also follows the
communication process. There are three elements communication process
that are also present in business. There should be a sender, message, and
receiver.
Element of a Business Letter
Business letter is part of communication, it also follows the
communication process. There are three elements communication process
that are also present in business. There should be a sender, message, and
receiver.
Sender
Element of a Business Letter
Business letter is part of communication, it also follows the
communication process. There are three elements communication process
that are also present in business. There should be a sender, message, and
receiver.
Sender
Message
Element of a Business Letter
Business letter is part of communication, it also follows the
communication process. There are three elements communication process
that are also present in business. There should be a sender, message, and
receiver.
Sender
Message
Receiver
BASIC PARTS OF
A BUSINESS LETTER
1. Letterhead
- The part of the letter which is printed on the top consisting of the
company’s name, address, and company’s contact number.
1.Letterhead
- The part of the letter which is printed on the top consisting of the
company’s name, address, and company’s contact number.
Example:
SOCORRO EMPOWERED PEOPLE’S COOPERATIVE
P. Cordita St., Brgy. Navarro, Socorro, Surigao del Norte
CDA Registration No. 98621 – 12003594
http://www.soemco.coop
2. Dateline
- The date, months, and year the letter is written or typed.
- There are certain rules in writing the correct detail.
2. Dateline
- The date, months, and year the letter is written or typed.
- There are certain rules in writing the correct detail.
a. You should not use abbreviation when writing the dateline.
For example: 07-27-02 or 07-27-2002 or 07/27/02 or Jul 27, 2002.
b. You should not include st, nd, rd, or th after the day of the month.
For example: April 1st , May 2nd , June 3rd , or July 18th
c. You may use the conventional style.
For example: January 17, 2023 or the Military style, 17 January 2023
3. Inside Address
- The name and address to whom the letter will be sent.
- It consist of 3 to 4 or 5 lines which include the complete name of the
receiver, the job title, company’s name, and street address, city, state, and zip
code.
3. Inside Address
- The name and address to whom the letter will be sent.
- It consist of 3 to 4 or 5 lines which include the complete name of the
receiver, the job title, company’s name, and street address, city, state, and zip
code.
For example:
Ms. Cherry A. Blossom
Chief Executive Officer
Tina’s Corporation
Burgos St., Brgy. Rizal Socorro, Surigao del Norte 8416
There are certain rules that are worth considering in writing the inside address:
a. The inside address is like the address on the envelope.
b. You use Miss when addressing a single woman; Mrs. If married woman. If the
status is unknown, use Ms. If the firm is comprised of women, use Mesdames or
it’s abbreviation Mmes.
c. Use Mr. in addressing a man. You may also use a plural form Messieurs (French)
or it’s abbreviation Messrs.
d.You my abbreviate the title Doctor to Dr.
Forexample:
example:Dr.
Dr.
Nikki
Carduza-Vert
For
Nikki
Carduza-Vertical
e. The title Reverend should not be abbreviated and it should be preceded by The.
For example:
example: The
For
The Reverend
Reverend Albert
Albert Canda
Canda
f. You may or may not abbreviate the title Professor.
For example: Professor Jerry A. Madera
Or
Prof. Jerry A. Madera
but only if surname is available, the title should not be abbreviated.
For
example:Professor
ProfessorMadera
Madera
r example:
g. Company or organization position such as Supervisor, Manager, Secretary,
Superintendent, Proprietor or even President may either precede or follow the name of the
receiver of the letter.
For example:
Mrs. Jona
S. Magdalena
Dr. Heidie Jahara
L. Gelsano
ProprietressProprieties
Elysian
Events Specialist
Siargao Dental
Clinic
Or
Dr. Heidie Jahara L. Gelsano, Proprietress
Siargao Dental Clinic
h. The title Honorable is used by judges of the Court, Member of the Cabinet,
Congressman, Senators or other government officials who hold an important position and
office in the city, province, or country.You may not abbreviate the title honorable.
For example: Honorable Rodrigo A. Duterte Or Hon. Rodrigo A. Duterte
4. Salutation
- The greeting or the opening line of the letter which is usually punctuated by a
colon.
- Is composed of the word “Dear” followed by the last name of the receiver of the
letter
- Use the colon (American English) at the end of the salutation or comma (British
English).
4. Salutation
- The greeting or the opening line of the letter which is usually punctuated by a
colon.
- Is composed of the word “Dear” followed by the last name of the receiver of the
letter
- Use the colon (American English) at the end of the salutation or comma (British
English).
For example:
Dear Ms. Blossom:
5. Body of the Letter
- The text of the letter or the messages that you as a writer wants to convey to
the reader which is usually typed in a single space.
5. Body of the Letter
- The text of the letter or the messages that you as a writer wants to convey to
the reader which is usually typed in a single space.
We very much appreciate your recent phone call. We evaluate every customer inquiry and are always
happy to explain how our services and products can make your home more energy – efficient, herby
saving your hard-earned dollars.
As you requested, Kris Tina, one of our energy consultants, will arrive at your home at 2 p.m. on May 5.
Kris will conduct an energy audit of your house, using the latest and most sophisticated survey tools.
After the audit, Kris will send you a computer print-out that will tell you precisely how financially
advantageous our various products and services will be. There is no change for this survey, and of
course you are under no obligation.
Thank you for giving us the opportunity to be of service.
6. Complimentary Close
- The writer’s closing remarks, a parting phrase which is always punctuated by a
comma.
- The first letter of the first word is only capitalized letter.
For example:
7. Signature Line
- The complete name of the writer followed by the business title
For example:
6. Complimentary Close
- The writer’s closing remarks, a parting phrase which is always punctuated by a
comma.
- The first letter of the first word is only capitalized letter.
For example:
Sincerely yours,
7. Signature Line
- The complete name of the writer followed by the business title
For example:
6. Complimentary Close
- The writer’s closing remarks, a parting phrase which is always punctuated by a
comma.
- The first letter of the first word is only capitalized letter.
For example:
Sincerely yours,
7. Signature Line
- The complete name of the writer followed by the business title
For example:
JHON DEE REYES
Manager
EXAMPLE OF
BASIC PARTS OF A
BUSINESS LETTER
SOCORRO EMPOWERED PEOPLE’S COOPERATIVE
P. Cordita St., Brgy. Navarro, Socorro, Surigao del Norte
CDA Registration No. 98621 – 12003594
http://www.soemco.coop
January 17, 2023
Ms. Cherry A. Blossom
Chief Executive Officer
Tina’s Corporation
Burgos St., Brgy. Rizal Socorro, Surigao del Norte 8416
Dear Ms. Blossom:
We very much appreciate your recent phone call. We evaluate every customer inquiry and are always happy to explain how our services and products can
make your home more energy – efficient, herby saving your hard-earned dollars.
As you requested, Kris Tina, one of our energy consultants, will arrive at your home at 2 p.m. on May 5. Kris will conduct an energy audit of your house,
using the latest and most sophisticated survey tools. After the audit, Kris will send you a computer print-out that will tell you precisely how financially
advantageous our various products and services will be. There is no change for this survey, and of course you are under no obligation.
Thank you for giving us the opportunity to be of service.
Sincerely yours,
JHON DEE REYES
Manager
OPTIONAL PARTS OF A
BUSINESS LETTER
The optional parts provide additional information or
indicate recipients of copies without being necessary for
the core message of the letter.
Reference Line
- Is a statement describing the main focus of the letter, a number for
an account, invoice, etc. or a reference to previous sorrespondence.
For example:
RE: Request for refund, order number 5327
Ref: Black Arrow refill number XFB890
REF: Case Number JFL4726
Attention Line
- This is used when the letter urgently needs the received by the
person who can handle it.
- It ensures that the letter reaches the intended receiver.
For example:
Siargao Dental Clinic,
Dapa, Purok 5
Attention: Ms. Cherry A. Blossom
 Written 2 spaces placed below the
inside address and above the
salutation.
 The word “Attention” can be written
in full or in abbreviation, “Attn”.”
 Ideally ends with a colon.
Attention Line
- When a letter has to pass through to an office within an organization
for recommendation or endorsement purposes, the “through” line
can be used.
For example:
BUCAS GRANDE FOUNDATION COLLEGE
Claudio St., Brgy Taruc Socorro Surigao del Norte
May 30, 2023
Ms. Maria Niki A. Gabotero
College Registrar
Bucas Grande Foundation College
Through: Mrs. Gloria Esperanza
Dean, College of Teacher Education
Bucas Grande Foundation College
Subject Line
- Contains the main topic of the letter.
- It can be a keyword or a brief phrase.
- It helps the reader to know the message of the letter in a glance.
For example:
Dear Sir Amado,
Subject: Installation of Aircon
(British English Style)
Subject: Installation of Aircon
Dear Sir Amado,
(American English Style)
 Written below the inside address or below
the attention line or recipient’s address.
 If the letters of the word “subject” is
capitalized, the topic should be a
combination of upper and lower cases, and
vice versa.
SUBJECT: First Faculty Meeting
Subject: FIRST FACULTY MEETING
Identification Initials
- This part identifies the dictator of the letter and the typist or the
encoder.
- Utilized for administrative or reference purposes in case there is a need
tov know who typed or encoded the letter and the source of the body.
For example:
• The dictator is Prince Joseph S.
Cruz and the typist is Aila G. Bato
PJC agb
PJC/agb
PJC: agb
PJC/Aila
Prince Cruz: AGB
Princes Cruz
Agb
• In case there is a need to indicate the
office where the letter came from, this
can be place before the initials of the
dictator and the encoder.
• For example: the letter is originated
from the office of planning.
OPD: PJC: agb
Enclosure Notation
- Also called attachment, this line indicate the enclosed or attached
documents to the letter.
- Used to safeguard the accompanying sheets of the letter.
 Written below are the identification initials
Enclosure: Original Transcript of Records
Encl: Original Transcript of Records
Enclosures: Biodata
Original Transcript of Records
Encls: Biodata
Original Transcript of Records
Check enclosed
 If the accompanying documents are already enumerated and identified in the body.
Enclosures: As stated
Encls: A/S
 It is also advisable to write the number of documents attached to a letter.
Encls: 4
Enclosures: (4)
Copy Notation
- This consist the names or department of other people who also received
the letter.
Carbon Copy Notation (cc) – indicates that a copy of the letter has been sent to
the individuals mentioned. The original receiver can see who else received a
copy of the letter.
cc: Mr. Paolo Rivera
cc: Human Resource Department
Blind Carbon Copy Notation (bcc) – indicates that a copy of the letter has been
sent to the individual/s mentioned. However, the original receiver is unaware of
who else has been blind carbon copied on the letter.
bcc: Ms. Susan Anderson
Mailing Notation
- Refer to the mode of delivery of the letter either registered mail, via air
or others; hence it refers to special mailing instructions.
- Indicate the nature of the nature or on arrival notations whether
confidential, personal or otherwise.
For example:
May 30, 2023
Confidential
 May be written below the date; or
 Above the inside address; or
 Below the identification initials.
 Oftentimes, found in the envelope,
specifically below the stamps and
written in capital letters.
EXAMPLE OF
OPTIONAL PARTS OF A
BUSINESS LETTER