8 Cs Of Business Correspondence 4i2u6p

8 Cs of Business Correspondence Business letter writing is the most widely or commonly used form of external written communication. A concrete meaning of a business letter is impossible since business letters are defined according to the purpose of the correspondence. Business letters can serve to explain, to sell, to introduce, to apologize, to invite, to refuse, to promise, to complain, to organized, and etc. Nonetheless business letters can be appreciated and evaluated. A business letter can be good or bad if it is evaluated according to the 8 Cs or characteristics of a business letter: clarity, courtesy, cheerfulness, consideration, character, conciseness, correctness, and concreteness. Clarity  all business letters should be clear; this includes the purpose of the letter and words used within the text.  Clearly state your point near the beginning to allow the reader a clear understanding of the letter's purpose.  To achieve this: o think [plan] before you write. o Express yourself in simple and familiar words  Utilize – use  Modification – change  Terminate – end  Recapitulate – review  Disbursement – payment o Avoid using cluttering words  At this point in time – now  Like for example – like/ for example  Visible to the eyes – visible  With regard to – about  Made up your mind – decide  Plan in advance. o Avoid using jargons if you are writing to people outside your field o Avoid using slang words Conciseness  The element of conciseness refers to stating an idea in the fewest words possible.  Employing too many words to express the idea may delay decision making.  It saves time, effort, and space on the part of the writer and the reader. Courtesy  Business letters should show respect to the reader and should demonstrate the writer’s personal respect for the reader and the company he works for.  Writer should use polite expressions that will show his/her sincerity, tactfulness, thoughtfulness, gratefulness and respect. Consideration  The writer must take the view point of the reader. If you are the reader, how will you feel or understand about the letter you just read.  Make the letter about reader not about you.  Use gender-neutral expressions, i. e. supervisor, manager, sales representative, entrepreneur, society/humankind, and etc.  Use appropriate gender pronouns. Avoid being sexiest Concreteness  It refers to using vivid wording within the letter that appeals to the reader’s senses.  Avoid using words that gives abstract ideas.

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Use descriptive words to form images. Having a rich imagination and vocabulary will help achieve concreteness. o Businessman/profession – wholesaler, retailer, manufacture, restaurateur, banker, designer, engineer, architect Cheerfulness  When writing a business letter, demonstrate a positive attitude that expresses joy and cheer.  Use polite, courteous, and friendly words. o Less expensive – cheap Correctness  A business letter must always be accurate.  It also refers to the right of the language (formal or informal)  It also pertains to the right use of punctuation marks and the lay-out of the letter.  It also includes, correct spelling and correct information. Character  Every business letter should show a bit of uniqueness from the writer.  Such uniqueness helps in making the letter more interesting.  Avoid using, clichés (words or expressions) o With all due respect o The fact of the matter o Enclose herewith

Activity 1. Improve the following letter, having the 8 Cs in mind. Write on a one whole sheet of paper (yellow paper). Submit on Monday, November 12, 2018. Dear Mr. Lacaz, It is my intention to request you to schedule a meeting between the two of us in the foreseeable future in order that we can hold a discussion as regards the ugly effects of the abrupt drastic or speedy merging among the Leon Lacaz Life Plans (LLLP). For your information maybe you have all ready heard that a great deal people in the general public specifically the chairmen and the salesman of both companies are aprehensive of the fatal consequences of the merging to our subsidiary companies as well as tour manpower services in Japan. I want to a schedule that will gonna coincide with my usual weekend visit to your workplace.

Respectfully, Juan Y. Kalibutan