Principles of written communication


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Principles of written communication

  1. 1. Course Instructor: Sneha Sharma You must write not so that you are understood, but so that you cannot be misunderstood.
  2. 2. Keep it short Attract Attention • The bulk of your letter must relate to the recipient. Avoid Negative Writing • If you find fault and have cause to criticize, always speak to the individual first. Re-Read Before Sending Use Key Words
  3. 3.  Letter  Notes  Fax  e-mail  Memo  Reports  Minutes of a meeting
  4. 4. Activity Which of the different kinds of business correspondenc e from the last activity would you choose for the following? 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Applying for a job Booking a conference room at a hotel Telling colleagues to attend a meeting Ordering stationery Telling colleagues about a new member of staff Complaining about a delivery service Thanking a customer Sending out a meeting agenda Resigning Apologizing to an important business contact
  5. 5. Choose from this list: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Opening sentence Greeting/salutation Date Signature Receiver's name and address Sender's name Company logo l look forward... Main body of text Sender's title Indication of an attachment Subject heading Yours ... Closing sentence
  6. 6. Structure of Letter
  7. 7. Inner Qualities External Qualities
  8. 8. Simplicity Clarity Accuracy Completeness Relevance Courtesy Neatness
  9. 9. Quality of paper Colour of the Paper Folding of Letter Size of the paper Envelope
  10. 10. Pronoun • Do not refer to yourself in the third person by using one or the writer. • It is appropriate to refer to yourself as I and to the reader as you. Focus and Specificity • Don’t be so concise that the tone gets blunt. • Be specific in your requests or statements of facts. Active versus Passive Voice • Use of Passive voice should be done
  11. 11. Types of Business Letters – Letters of enquiry should clearly state the information required, which may be asking for a price list or a sample. – Write about design, size, uality, etc. product or which the interested. specifically the quantity, q about the service in buyer is – The period or the date, till which information is Business Enquiry Letter
  12. 12. Types of Business Letters After receiving the letter of enquiry from a prospective buyer, the sellers supply the relevant information by writing a letter that is called quotation letter. These letters are written keeping in view the information asked for like price list, mode of payment, discount to be allowed etc. Businessman should reply to the inquiries carefully and promptly. Quotation Letter
  13. 13. Types of Business Letters In the previous section, we have studied about letters of enquiry and reply to enquiry i.e., quotation letter. The prospective buyer after receiving the reply to his enquiry letter may decide to place on order. Letters written by a buyer to the seller giving the order to purchase the goods is called order letter. Order Letter
  14. 14. Types of Business Letters Complaint letters should be written immediately after receiving the defective goods. -Mistakes should be mentioned clearly. -Proposal to correct the mistakes should be made -Suggestions on how the complaint should be dealt with, i.e., mention of compensation, replacement, discount, cancellation etc, should be made. Mention period in which the corrective action should be taken - Request to be careful in future. Complaint Letter
  15. 15. Types of Business Letters Recovery Letter