BACOLOD CITY COLLEGE

FORTUNE TOWNE CAMPUS

Bgy. Estefania, Bacolod City

CODE: GE 5
SUBJECT: PURPOSSIVE COMMUNICATION
LESSON 3: WHAT YOU NEED TO KNOW BEFORE WRITING LETTERS

Introduction:
Good letters require planning; good letters require the use of certain approach in writing in
order for such content of the letter to be written appropriately. Different purposes of letters require
specific approach. Baden Eunson, in his book, Communicating in the 21 st Century, mentioned
that there are two approaches in writing letters: the direct approach and indirect approach (2016);
while Guffrey and Locker added persuasive approach as third approach in letter writing
(auburn.edu).

Positive communication, which is the easiest and simplest to write, makes use of direct
approach in writing. This approach is applied in letters that generally deliver good news and those
that grant favors from request of writers such as request for approval, permission, appointment,
credit, adjustment, claim and others. On the other hand, negative communication, which is a
difficult one to write, uses the indirect approach. Letters that deliver unfavorable messages and
those that refuse to grant favors or requests make use of the indirect approach in writing.

The Direct Approach:

The direct approach stands with its basic rule: Begin the letter with a statement that tells
the positive response.

The Indirect Approach:

On the other hand, the indirect approach abides by this rule: Write the negative response in
the middle or the middle part of the paragraph or the middle part of the letter. If using the
direct approach requires planning, the more careful planning is required with indirect approach.

The Persuasive Approach:

Further, the persuasive approach is used for messages where convincing or persuasion is
required. It is a type of approach which the writer motivates the reader to react positively about
the content of the letter after having read it, such action or response could be to order, to buy, to
avail, to subscribe or any positive response because the receiver finds the product, service, the
idea beneficial.

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 The 7 Cs will guide you how to prepare your messages and what to avoid. Take note of them.

1. Being courteous – means that the writer has to be polite in his or her letter by using
positive appropriate words to express purpose and intention. Are the words and phrases
used within the level of your reader’s understanding? If not, go over and simplify them.

2. Being clear - means organizing your messages using short and understandable words
and phrases to express purpose.

3. Being concrete – means using specific words and phrases to describe or to mean
something instead of using general terms to avoid misunderstanding; use of concrete
terms promote clarity and better understanding.

4. Being concise – means being direct to the point, and expressing your messages using
words that are only necessary in order to make message completely understandable.

5. Being correct – means that your letter is error-free; messages must be free from
grammatical lapses, spelling, punctuations, and capitalization.

6. Being complete – means that your message must bear answers to the basic questions,
whichever applies.

7. Being considerate – (Communication Skills, 2015) added that the readers or receivers of
your messages must be taken seriously too, being a significant person who interprets the
messages received.

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