Business Correspondence (I) — The Direct Approach to GoodNews and Neutral Messages

Chapter 3

Business letters play an important role in business communication. To most companies, they are still the main means of establishing business relations with the outside world. It is essential that your letter leave a good impression on your target reader.

1 Quality of letterheaded paper 2 Presentation of the letter 3 Structure of the letter 4 The language and tone used

Business Letters

Two Organizational Patterns

1. Deductive

Good news/neutral

2. Inductive

Bad news/persuasive

The Direct Pattern

Use for good or natural news

Main point

Explanations Additional Information Goodwill close

The Direct Pattern

State the purpose of the letter right away Do not use fluff and frills

Example: Do not say- “ We beg to ask your favor of…..” Say “Please send”

Example s of Good/Neutral News Messages

Thank-you messages

Congratulatory messages

Inquiries and replies

Requests and responses

Orders and acknowledgments

Routine claims and adjustments

Good News/Neutral

Opening Congratulations! Your loan for $125,000 has been approved.

We will provide the necessary capital for you to open your hardware store. (explanation)

Good News/Neutral Deductive

Closing You may stop in at your convenience and complete the necessary paperwork for your loan. Your business is certainly appreciated, Mr. Herrera; our staff is available to help meet your financial needs.

Congratulations! Kevin has been accepted in our current student enrollment. (main point) The policy you applied for is enclosed and is now in force. I would like to commend you for the concern you have shown for Kevin’s future. (explanation)

We welcome this opportunity to serve you. If you have any questions, simply call toll-free to 1-800-222-2062. We will be happy to help you in any way we can. (Good will close)

Brevity

It is realistic for you to think that you can cut 25 percent of everything that you write, without losing content or style. [23 words] Realistically, you can cut 25 percent of your writing without losing content or style. [14 words]

Concise

1.Let’s cooperate together so that we can reach a mutual agreement. Let’s cooperate so we can reach an agreement. 2.When we least expected it, we ran out of gas. We ran out of gas.

Concise

3.Our next meeting will be in the city of Anchorage. Our next meeting will be in Anchorage. 4.The copy machine has malfunctioned on numerous occasions. The copier often malfunctions.

Concise

5. In the event that I am not there, start the meeting without me. If I’m not there, start the meeting without me.

6. This letter contains material that is confidential in nature. This is a confidential letter.