BUSINESS

CORRESPONDENCE
KHAREEN ANNE L. PACONG
Authorization Letter
Intent Letter
Memorandum
 Describe the essential qualities of a
After this LAC good business letter
session, we Identify the various parts of a good
should be able
to: business letter
Write an effective business letter
( intent, authorization, memo)
BUSINESS CORRESPONDENCE

Exchange of information in a written format for a

specific purpose.

The correspondence is generally of widely

accepted formats that are followed universally.
• Exchanging information

Letters are the most economical and convenient means

of exchanging information. With the help of letters,
executives can easily exchange information with
customers, suppliers, investors, government offices;
regulatory authorities etc.
• USE AS REFERENCE

Information exchanged through letters can be

preserved permanently and used as reference when
need arises.
 • LEGAL ACCEPTANCE

Business letter is an acceptable document in the eye

of law. It can be stored and produced as documentary
proof.
 CLEAR

when writing or speaking to someone, be clear about your
goal or message
What is your purpose in communicating with this person?
If you’re not sure with this , then your audience won’t be
sure either.
 CONCISE
 when you’re concise to your communication, you
stick to the point and keep it brief.
Avoid too much fillers or unnecessary words and
adjectives
 CORRECT
 when your communication is correct, it fits your
audience/reader
It is an error-free communication
It should be grammatically correct
Use only simple words
 COMPLETE
 in a complete message, the reader has everything
he needs to be informed
Should include the 5Ws ( who, what, where, when,
how)
 COURTEOUS
 courteous communication is friendly, open, and
honest.
there are no hidden insults or passive-aggressive
tone.
PARTS OF A BUSINESS LETTER
 AUTHORIZATION LETTER
◦ A letter of authorization is a letter given to the
recipient as proof that he/she is liable to perform an
action on someone else's behalf.
◦ The format of authorization letter should include the
date, name of the person to whom it is written,
detail of the person who has been authorized (like
name and identity proof), the reason for his
unavailability, duration of the authorized letter and
action to be done by another person.
 LETTER OF INTENT

◦ A letter of intent is a document outlining

the understanding between two or more
parties which they intend to formalize in a
legally binding agreement. The concept is
similar to a heads of agreement, term
sheet or memorandum of understanding.
 MEMORANDUM
◦ A memorandum is a written message that is
typically used in a professional setting.
Commonly abbreviated "memo," these messages
are usually brief and are designed to be easily
and quickly understood. Memos can thus
communicate important information efficiently
in order to make dynamic and effective changes.
 MEMORANDUM
◦ The purpose of a memo is to provide or request
information from people within your
organization. It is important to carefully consider
the key point of the memo and who should
receive it. A memo that is written clearly using a
friendly and professional tone avoids any
opportunity for misinterpretation.
 STRUCTURE OF A MEMO
Part 1: HEADER
TO: provide the names and titles of everyone who will receive your memo
FROM: provide your complete name and title
DATE: provide the complete and accurate date – don’t forget to include the
year
SUBJECT: provide a brief, yet specific description of what the memo is about
Part 2: MESSAGE
Introduction – explain the purpose
Body – addresses the information required
Conclusion – (Summary and possible recommendations)
 MEMORANDUM
NOTE:

◦ Each paragraph contains one main idea or point.

◦ A paragraph can be one sentence long.
◦ The sole signatory is the HEAD OF OFFICE
 MEMORANDUM

◦ an authorized signatory or signer is a person

who's been given the right to sign documents on
behalf of the authorizing organization ( HEAD
TEACHERS).