JOSHUA J.
PALEG-AD BSA 1-B
PURPOSIVE COMMUNICATION
MARCH 19, 2026
I. Meaning of Business Correspondence
1. Define in your own words and understanding of business correspondence.
Business correspondence is the written communication used in a
professional setting to share information, make requests, or give responses
related to business activities. It includes letters, emails, memos, and reports
that follow a formal tone and structure. Its main purpose is to communicate
clearly and professionally to ensure understanding and maintain good
relationships in a way of writing in the process of business activities.
Moreover, it is a written communication between two parties. It includes
businessmen, customer, and supplier.
2. Explain how it differs from casual or personal communication
Unlike casual or personal communication, which is informal, relaxed,
and often uses slang or emotional language there is no need to follow a
structure, business correspondence is formal, precise, and respectful. It
focuses on clarity, professionalism, and purpose. For example, a personal
message to a friend might say, "Hey! Want to go to the beach?" whereas a
business letter would be, "Dear Mrs. Joshua, I am writing to request a
meeting regarding our upcoming project." See the difference; to be effective,
it must include essential qualities such as accuracy and conciseness,
ensuring that communication is not only understood but also respected and
trusted.
3. Briefly discuss the role of written communication in professional and
organizational settings.
Written communication in organizations helps ensure that information
is shared accurately and permanently. It serves as a record of transactions,
instructions, and agreements. So, it is a must that it is clear and
understandability, especially when it comes to data it must be interpreted
properly to avoid misconceptions towards partners. It helps in maintaining
professionalism, reducing misunderstandings, and creating a formal trail that
can be referenced later. For example, emails about project deadlines or
contracts are essential for clarity and accountability.
II. Importance of Business Correspondence
[Link] is business correspondence essential in modern organizations?
Business correspondence is important because it helps organizations
communicate efficiently across teams, clients, and partners. It supports
professionalism, ensures clear understanding, and provides documentation
for important decisions or transactions. For instance, sending a formal email
to confirm a meeting or a contract helps avoid confusion.
2. Discuss the role of business correspondence in the following:
a. Building professional relationships
Regular and respectful correspondence helps create trust with clients,
suppliers, and colleagues. For example, thanking a client for their business or
following up on a meeting shows professionalism and care.
From that, when it comes to business it must not about competitions
but rather building a strong relationship to others for better outcomes.
b. Recording transactions and agreements
Written communication acts as proof of agreements, orders, or
negotiations. For example, an email confirming a purchase order serves as a
record for both parties.
In case of misunderstanding or clarity, these will serve as evidence in
the future to avoid conflicts and track negotiations to protect both parties
and ensures accountability.
c. Enhancing organizational image and credibility
Well-written, professional letters and emails reflect positively on an
organization, showing it values clarity and respect. A clear and polite inquiry
or complaint letter can improve how clients perceive the company. From that,
it makes the transaction smooth and well organized.
On the other hand, poorly written messages with unclear information
may create a negative impression. This is why organization pay attention to
the quality of their written communication because it’s affecting the whole.
d. Facilitating decision-making and problem-solving
Clear written communication helps managers and teams understand
issues and make informed decisions. For example, a detailed report on sales
performance can guide future strategies. They can create a solution from
their previous performances because of well organized reports.
III. Essential Qualities of a Good Business Letter
[Link] at least 3 inner qualities of a good business letter and provide
examples:
Clarity: The message should be easy to understand. Ambiguous language
creates confusion because not all individuals have the way of thinking, so be
specific.
For example, instead of saying "We need to discuss our upcoming project for
NSTP subject," say "I would like to schedule a meeting to discuss the
project." From that, there will be no confusion.
Conciseness: The message should be brief but complete. Short, direct
sentences reduce the chance of misunderstanding.
For example, "Thank you for your assistance" instead of a long, detailed
explanation when a simple thank you suffices. From that, it eliminates
unnecessary details, ensuring the main message stands out.
Simplicity: Simple and easy language should be used for writing business
letters. Difficult words should be strictly avoided, as one cannot expect the
reader to refer to the dictionary every time while reading letter. It is a must
to consider other based on their backgrounds.
For example: Instead of “We are endeavoring to ascertain your
requirements for your application,” write “We want to know your needs.”
2. Why do this matter in maintaining professionalism?
These qualities show respect for the recipient, help avoid
misunderstandings, and shows being considerate to others. They help
maintain a positive relationship towards others and build trust. From that, the
message becomes more effective and the organization appears reliable,
which are essential in professional relationships.
IV. Reflective Essay
1. Reflect on how mastering business correspondence can benefit you as a
student and future professional.
Learning how to communicate professionally in writing will help me
succeed in school and my future career. From that, I will be more confident in
expressing my ideas clearly, build good relationships, and handle official
tasks effectively. For example, writing a proper email to a professor or
employer shows respect and competence, which can open doors for
opportunities for me. From that it helps me to become prepared when I enter
big opportunities in my life.
Moreover, If I become a CPA, business correspondence will become
more important because professionals communicate daily through e-mails,
reports, and letters. Being able to write clearly and mastering this, I can
share my ideas more and collaborate with others effectively; making my
work becomes smooth and easy. From that I will never leave behind from
others. In relation to that, they will appreciate my efforts because I can
communicate professionally and the company would really like to have me
because of my skills.
Joshua Paleg-ad
Bontoc, Mountain Province
March 18, 2026
Accounting Manager
JF Company
Bontoc, Philippines
Dear Sir,
Good day. I am writing to express my interest in applying for an internship
opportunity in your company. I am currently a student at Mountain Province
State University, majoring in Accountancy, and I am eager to gain practical
experience in the field.
I believe my strong communication skills, eagerness to learn, and basic
knowledge of accounting make me a suitable candidate. I am confident that
this internship will help me develop my skills, unlock more new experiences,
and contribute to your team. I am willing to learn and try my best for the
company and to be able to contribute to the performance of the company.
Thank you for considering my application. I look forward to the opportunity to
discuss how I can be of help to your company.
Respectfully yours,
Joshua Paleg-ad