Business Correspondence and the 8 Cs

Business Correspondence

• Involves electronic, printed, or handwritten communication to convey business messages with specific purposes.
• Occurs between organizations, within organizations, and between clients/customers and organizations.

8'Cs of Business Writing

• Clarity: Ideas expressed simply with clear language, shorter sentences, and concise paragraphs; grammar and spelling must be reviewed.
• Concisiveness: Direct and brief language; writing should get to the point quickly, conveying confidence.
• Consideration: Understanding the readers' situations ensures the information is relevant and avoids miscommunication.
• Courtesy: A polite tone enhances responses; friendly communication fosters positive interactions.
• Concreteness: Use specific facts instead of vague terms; storytelling helps clarify abstract concepts.
• Completeness: Documents should cover all essential information, answer key questions, and minimize confusion.
• Correctness: Language and factual accuracy establish professionalism and credibility in writing.
• Character: Unique and interesting language should be used, avoiding clichés to reflect a personal touch in the writing.

Business Letters

• Formal documents following specific formats, typically addressing one major point that is concise enough to fit on one page.
• Used for professional correspondence among clients, employees, and stakeholders.
• Examples include letters to promote products, collaborate, invite attendance, or express gratitude.

Types of Business Letters

• Letter of Inquiry: Introduces the writer and poses questions about products/services, including information on terms and policies.
• Letter of Recommendation: Supports an individual for positions or opportunities, highlighting strengths and suitability for employment.
• Complaint Letter: Formally expresses dissatisfaction regarding experiences with products/services or customer service.
• Resignation Letter: Official notification to an employer about leaving a job, adhering to professional protocol.
• Cover Letter: A one-page document accompanying resumes, detailing achievements, skills, and fit for a job position.
• Memorandum: An internal document designed to inform or persuade employees regarding changes or actions needed; highlights problems and proposed solutions.
• Emails: Informal yet effective communication method using electronic means to send and receive messages within business settings.