BUSINESS

Module I

COMMUNICATI
ON
ENGL 20063

Inst. Jinky De Jesus-Reyes, MAEd

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Module I
Business Communication:
Its Basic Concept and
Characteristics
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Objectives

At the end of the unit, students are expected to:

1. explain the concept of communication as used in

business organization;
2. identify the essential qualities of effective business
letter;
3. describe the quality of an effective letter; and
4. apply the 7Cs in business writing
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What is Business
Communication?
“
To better understand the nature of
business communication, let us
first define, ‘what is
communication?’
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According to Wood (2004), communication is

a systematic process in which individuals
interact with and through symbols to create
and interpret meanings.
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▸ Many of the management problems in the field of

business are related to communication, the bigger
the gap between the management and the rank and
file (Manalo, de Asis, 2009).One of the
characteristics of a good business writing must be
clear, succinct (concise) and accurate. It must also
follow the standard written form of the language. As
a business worker, your success will depend on how
well you can express your facts and ideas.
ORGANIZATION
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AL
COMMUNICATI
ON CHANNELS .TYPES . PATTERNS . FLOW
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CHANNELS

INTERNAL EXTERNAL
- happening within - happens between
the people at all people within the
levels in an organization and
organization outside of it
- E.g. memos, policies, proposals - E.g. transactions of company
etc. to its clients, investors or
suppliers
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TYPES

Formal
- it flows within different
positions in the institution
and it usually follows the
same lines and patterns of
an organizational chart
Informal
- comes from unofficial
channels of message flow
(“grapevine” messages).
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Flow of Formal Communication

▸ Upward ▸ Horizontal
▸ Downward ▸ Crosswise/ Vertical
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Formal Communication Approaches

Qualities of
Effective Business
Letters
The Seven (7) Cs
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1. Completeness

This quality refers to the

completeness of the message
that is based on facts.
Business letters should
contain adequate details,
illustrations, information, and
explanations.
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Example

Poor:
See me tomorrow.

Better:
Please see me at 9:00 am tomorrow in my
office.
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2. Concreteness

This refers to having a clear,

specific and concrete message.
Information included must be
based on updated data, credible
sources and factual evidence.
Appropriateness of terms is also a
must.
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Example

Poor:
This airplane is the fastest in the world.

Better:
As of July 2020, the rocket jet North American
X-15 which has the top speed 4520 mph is
considered as the fastest plane in the world.
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3. Courtesy

This reminds writers to use a

friendly and courteous tone when
writing a letter. It is encouraged to
choose words, phrases, and clauses
that imply goodwill and friendliness.
By using “We are pleased...” or “We
are sorry to inform you…” it creates
pleasantness in feeling and tone.
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Example

▸ Poor:
▹ We do not consider that the present condition
of your business warrants our giving you our
credit facilities.

▸ Better:
▹ We are sorry to tell you that your present
financial condition does not warrant to extent
you our credit facilities.
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4. Correctness

Grammatical errors must be avoided in

writing business letters. A correct use of
language increases trustworthiness and
the receiver will feel that they are taken
seriously. Review and observe accuracy,
cleanliness of typing, orderly
arrangement of parts of the letter as well
as the punctuation, capitalization tense,
word order and paragraph structure.
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Example

▸ Poor:
▹ The instructor explained how to start a car and
shift gears.

▸ Better:
▹ The instructor explained how to start a car and
how to shift gears.
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5. Clarity

Clear or plain language through the use

of short sentences and concrete words
are preferred over fuzzy language.
Briefly-worded information emphasizes
the essence of the message.
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Example

▸ Poor:
▹ We make the finest blankets.

▸ Better:
▹ Parce blankets are soft, light, and fluffy. These
blankets provide great warmth without added
weight and induce restful sleep.
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6. Consideration

In order to communicate well, it is

important to relate to the target group
and be involved. By taking the audience
into account, the message can be geared
towards them. Factors that play a role in
this are for example: professional
knowledge, level of education, age and
interests.
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7. Conciseness

This characteristic reminds writers to be

succinct in delivering messages. Be brief
but ensure that you do not sacrifice the
completeness of meaning. Remember to
use few words with maximum thoughts
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Example

▸ Poor:
▹ This is to inform you that customers like
yourself can avail of our December 2020
discount offer.
▸ Better:
▹ Customers can now avail of our December
2020 discount.
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THANK YOU!
Any questions?
Activity:

Submit your
work in the
google
classroom