Writing Correspondence via Print or Email

Business transactions and negotiations are communicated effectively using different channels. In
the advent of computer technology, most business organizations communicate through the internet and
platforms of social media. Despite the efficiency brought by the internet, some companies still utilize the
typical business letters to communicate with other businesses, their clients, and other stakeholders.

Business letters are formal letters used for business-to-business, business-to-client, or client to-
business correspondence. There are a number of elements to a business letter. These are date and sender’s
address, recipient’s address, salutation, body of the letter, and closing paragraph (Gamble, 2017).

A business letter uses a formal language. The style of the letter depends on the relationship
between the parties concerned. A business letter is written for many reasons. It is used to… ∙ request direct
information or action from another party
∙ order supplies from a supplier
∙ identify a mistake that was committed
∙ reply directly to a request
∙ apologize for a wrong or simply to convey goodwill.

A business letter is also very useful because it…

∙ produces a permanent record

∙ is confidential and formal
∙ delivers persuasive and well-considered messages

In writing a business letter, the most important element that you need is to ensure its accuracy. You
should know the type of business letter you are writing to be able to determine the accuracy of its details.

Writing Center of the University of North Carolina explained that business writing should be clear
and concise. Hence, in writing you take care that the documents would not turn out to be an endless series
of short, choppy sentences. Keep in mind that your purpose is to communicate the information and be
understood by your reader.

Always consider your audience or the ones who will read your letter. Don’t confuse your reader.
Stress specificity and accuracy. Observe formality and sincere. But don’t be too formal that you alienate
readers, nor too casual that your readers may feel you are insincere or unprofessional. In giving
information that might harm the reader’s feeling, be diplomatic and respectful. The letter should reflect
the unique purpose and considerations involved, like the reader’s feeling and character, when writing in a
business context.

Uychoco and Santos (2018) of Communication for Society Purposive Communication, explained that
business letters should be clear, concise, and organized. Its introductory paragraph should be brief
establishing the content and purpose of the letter. Its middle section should contain the details of the
message in logical order. Its concluding paragraph is short, politely requesting action, thanking the reader,
or providing additional important information.

For beginners, it is a good idea to read or review business letters and emails examples from your
office or from the internet before writing your own. Sample letters of different types are available in many
sites in the internet. Business communication books and manuals also provide good samples for you to
review. Examples can help you see what kind of content or how it is organized in the letter. Examples can
also help you learn about the layout and format of the letter.
Preparing Endorsement and Follow-up Letters
Preparing an endorsement and follow-up letter may be easy to some but, to others this writing
tasks is challenging because these letters are rarely written or seldom required at work.

However, more often, still many people do not know how to write endorsement and follow-up
letters. If, in case, you are tasked to write endorsement or follow-up letter, follow the useful ways below.
Online source WriteExpress provides useful tips that you may consider in writing request and give
endorsement letters.

Request an Endorsement

1. State who you are, the name of your company or organization, and your position or role.
Remind the reader of your relationship to him/her, if necessary.
2. Use clear, specific language to request the endorsement (clearly describe what it is that you
would like endorsed).
3. Explain why you are requesting the endorsement, what it will be used for, why you feel that the
endorsement is necessary or why you merit receiving the endorsement, and so forth. 4. Include
guidelines for the format, length, or content of the endorsement letter. Also, indicate anything else
that the reader needs to do to provide the endorsement, such as filling out attached forms and the
like.
5. Indicate by when you need the letter of endorsement.
6. Consider providing a preaddressed, stamped envelope with your request letter if the
endorsement letter is to be mailed.
7. If you plan to make a follow-up call to the reader, indicate in your letter when you intend to do
so.
8. Thank the reader for considering the endorsement.

Give an Endorsement

1. Indicate what or who it is that you are endorsing.

2. Substantiate (or give reasons for) your endorsement.
3. If you are endorsing a person for a particular position, role, job, etc., include how long you have
known the person, in what capacity, the positive qualities of the person that make him/her a
suitable candidate for endorsement (including accomplishments and abilities), etc. Be as specific
as possible.
4. If necessary, indicate the next step that should be taken or what will happen next. Include a time
frame, if appropriate.
5. You may want to include your contact information and offer to give further information upon
request.
6. Conclude your letter by summarizing the reasons for the endorsement and by restating your
endorsement of the person or project, etc.

Writing a Follow-up Letter

A follow-up letter is as important as other forms of communication. It is an effective means of

establishing a good relationship between you and the recipient.

A follow-up letter is best written after a business meeting, or a job interview, or after making a
great business contract. It provides an avenue for continued communication and connects the points
discussed and agreed during the previous meeting.
 When writing a follow-up letter, make sure to observe grammar flaws and spelling errors. A well-
written follow-up letter can make a great impact on your future career and expected success.

As you write the follow-up letter, bear in mind that it needs to be fairly formal. Use more
appropriate words and phrases. Write your thoughts straight to the point. Do not go around the bush. Read
and proofread it thoroughly. Use grammar checking tool and a comprehensive spell checker. Keep a good
dictionary as your essential reference for words.

Let's consider some tips from LearnEnglish to help you write a better follow up letter:

Here are what you need to include:

∙ Start with your name, address, city and zip code, telephone number. Include next the recipient’s
details. Note that in a follow-up letter you are going to write to the same person you had
originally written to or contacted with.
∙ Add the salutation.
∙ In the first line, mention that you had written earlier and haven’t received a response yet. You can
mention here if you had called. Actually, you’ll let him know that you’re re-writing in this line.
∙ State your request or interest. If you are writing inquiring about a job vacancy for which you had
sent a job application, reiterate your key skills experiences and state why you think you are a
great potential.
∙ Invite for contact and thank for their attention.
∙ Close with signature.

Here are more things that you’ll need to remember than the actual steps to write the letter:

∙ Add fresh insights to your old appeal. Don’t write a photocopy of your old letter. ∙ Take at best 2
days after a meeting or a job interview to write a follow-up letter. Work while the memories are still
fresh in the recipient’s mind.
∙ If you’ve sent a CV, wait 7 days before sending the follow-up letter. The employer is likely very
busy, hence the late response, so keep your letter short. Do not bring up your whole CV in the
letter. Hold the interest and attention with nice wording, not boring.
∙ Do not convey negative sentiments in your letter, even if you are frustrated by their speed and
sincerity.
∙ Indicate how you want to proceed next in your letter if you think it is needed. ∙ Be extremely
polite even if you feel like they’ve been ignoring you by ignoring your past letters.

∙ To look polished and professional, edit and proofread a couple of times before sending the
actual letter.
∙ If you want, you can attach copies to document proof that you had sent letters earlier. ∙
Follow up again if required.

Sample Follow-up Letters

Sample A

Hello David,

Thanks for a great meeting yesterday. I feel the presentation was a success, and the feedback from
you and your team was encouraging. Based on some of the points raised by you in the meeting, I had
some further ideas, particularly related to the print media campaign. I hope I can raise them next time
we meet.
 Speaking of which, how about we schedule another presentation in around a week's time? I can then
prepare the projection reports your team asked for.

I will call you by the end of the week to confirm a meeting time.

Yours Sincerely,

Gareth Ewing

Sample B

Dear Dr. Greg,

It was great speaking with you and the team last time. We are all excited about this new
partnership between your university and ours.

I would like to gently follow up on the memorandum of agreement which we discussed last
meeting. Once I receive the agreement, I will endorse it to our legal department for review, and will
return it to you the soonest so our universities can commence with our activities.

I am looking forward to a productive partnership with you. Cheers!

Best regards,

Dr. Kristoffer

WRITING NETIQUETTE

Whether you are writing text messages, emails, memos, letters and posts on social media in a
professional context, you should be familiar with proper etiquette for using the internet. It is called
“netiquette.”

What is netiquette? The term refers to THE right manner or protocol for communication on the
Internet. What we create, post and do via online technologies can leave a lasting image. The text messages,
emails, photographs or blogs we post on a web page or social media accounts can create an impression of
your personality. The nasty remarks or reactions you post on your Facebook page or Tweeter newsfeed
may come back to haunt you later.

In writing in an online environment, you do not only need tact and skill but also an impression
that will boost you character. Awareness that what you are write or post online, which may be there for a
long time, should be considered before writing or posting. The text messages, letters, business proposals,
press releases, or any written communication will represent yourself and your company. Hence, you
should observe the etiquette or protocol of writings that are clear, concise, constructive, and professional.
 Listed are the several guidelines that you may consider before writing and posting online.
Texting

Always consider your audience and your company, and choose words, terms, or abbreviations that will deliver
your message appropriately and effectively.

∙ Know your recipient.

∙ Use appropriate symbols and codes.
∙ Never abuse text messaging.
∙ Don’t text while driving.

Email

Email is very useful for messages for personal or business purposes. It contains slightly more
content than a text message. In more established companies, they prefer to use with fairly brief
messages for efficient and effective communication.

∙ Start with proper salutation.

∙ Use clear, short and specific subject line.
∙ End with your name, company information and
signature.
∙ Avoid abbreviations.
∙ Observe conciseness and good format.
∙ Reread, revise and review before sending to intended
recipients.
∙ Reply promptly and use “Reply All” sparingly.
∙ Avoid using all caps.
∙ Give feedback or follow up.
∙ Test provided links.
∙ Avoid sending emails with large files.

The sample email below demonstrates the principles listed above.

From: Steve Jobs <sjobs@apple.com>

To: Human Resources Division <hr@apple.com>
Date: September 12, 2015
Subject: Safe Zone Training

Dear Colleagues:

Please consider signing up for the next available Safe Zone workshop offered by the College.
As you know, our department is working toward increasing the number of Safe Zone volunteers
in our area, and I hope several of you may be available for the next workshop scheduled for
Friday, October 9.

For more information on the Safe Zone program, please visit

http://www.cocc.edu/multicultural/safe-zone-training/

Please let me know if you will attend.

Steve Jobs
CEO Apple Computing
sjobs@apple.com
Letters

Letters are written communications usually sent to intended recipients that are outside the
organization. They are usually printed on letterhead paper bearing the business name, address and contact
numbers.

Along with emails and memos, the company still uses letters to communicate formally with a
potential employer (application/cover letter) or introduce a product or service or other purposes
(Transmittal letters, Recommendation letters, Complaint letters, Petition letters etc.)

There are many types of letters and carry different forms and contents. In this lesson, the fifteen
elements of a traditional block-style letter are considered.

Below is the sample letter of transmittal from Technical Writing Essentials by Suzan Last meant
to introduce a technical report to its recipient.

In writing letters, observe the seven (7) main parts:

1. Letterhead/logo: Sender’s name and return address

2. The heading: names the recipient, often including address and date
3. Salutation: “Dear ______ ” use the recipient’s name, if known.
4. The introduction: establishes the overall purpose of the letter
5. The body: provdies the details of the message
6. The conclusion: restates the main point and may include a call to action
7. The signature line: often includes the contact information