0
Business
Writing
Getting Down to Basics!
Why do we communicate?
[Facebook's] whole theory is that people
have real connections in the world. People
communicate mos...


Why do we write business letters/
correspondence?



What is the difference between Business
and Normal Communication?
Towards Effective Written
Communication











Tactful - language
Coherent
Personal
Clear
Positive
Concise
U...
Tone
"Tone in writing refers to the writer's
attitude toward the reader and the subject
of the message. The overall tone o...
General guidelines when
considering your tone and how to
present information:
Be confident.
 Be courteous and sincere.
 ...
Format
There are 2 basic formats for formal letters
 Block Format
The most common layout of a business
letter is known as...


Semi Block Format –
It is much like the modified block style
except that each paragraph is indented
instead of left jus...
Block Format

Semi-Block Format
Or don't you like to write letters. I do
because it's such a swell way to keep from
working and yet feel you've done
somet...
Technical Letters

11
The Importance of Letters


Represent your company’s public image
and your competence



More personal than a report, ye...
Writing Effective Letters


Analyze Your Audience:






Who is my audience?
Will my audience be favorably or unfavo...
Letter Components


Essential Components











Writer’s Address
Date
Inside Address
Salutation
Letter Body
...
Essential
Components of a
Letter

15


Personal Address







Street address
City
State
Zip Code

Company Address






Company’s name
Street addre...


Full Calendar Date
 May

31,2009
 31May 2009


2-4 spaces

17


Address of the reader
 Reader’s

Name
 Reader’s Title
 Company Name
 Company Street
Address
 Company City
 Compan...


IF you know the reader’s
name, salutation will be




First / Last Name
Followed by Colon
For example







OT...


Includes
 Introductory

Paragraph
 Discussion Paragraph
 Concluding Paragraph



20

2 spaces below salutation
2 s...




Preferred close is Yours
Sincerely,



21

Place a comma after
complimentary close

2 spaces below body


22

Sign your name legibly





23

Type your name
Mention your title
(Optional)
4 spaces below
complimentary close
Optional
Components of a
Letter

24




Can be used instead of
salutation



All CAPS



25

Must have a topic & focus

2 spaces below inside
address


If writer and typist are two
different persons
 Writer’s

initials- ALL CAPS
 Typist’s initials-LOWERCAS




26

Se...


Enclose information as
 Enc.;

OR
 Enclosure; OR
 Enclosures(2); OR
 Enclosure: August Report


27

2 spaces below...


For a copy of letter, write
 cc

(complimentary copy)
 pc (photocopy)


For copies sent to other
readers, write
 pc...
Letter Formats


Full-block format
 All

text typed on left margin
 Spaces between paragraphs


Simplified format
 Sa...
Full Block Format

30
Simplified Format

31
Classifications of business letters


Positive
 Customer

relations letters responding favorably to a
writer’s request o...
Types of Letters
Letters of Inquiry
 Sales Letters
 Good-News Letters
 Bad-News Letters
 Complaint Letters
 Adjustmen...
Letters of Inquiry

34
Inquiry Letter
You require information about any matter
of interest to you
 It must


 Contain

an effective technical ...
Components of Inquiry Letter Body


Introduction
 Tell

your reader why are you writing
 Inform reader about subject ma...
Components of Inquiry Letter Body


Discussion
 Specify

your needs
 Ask precise questions
 List specific topic of inq...
Components of Inquiry Letter Body


Conclusion
 Must

be precise
 Mention when do you want a response
 Provide a speci...
Types of Business Letters
• Letter

of Transmittal

• Letter of Inquiry
• Claim/Complaint Letter
• Good News Letter
• Bad ...
Letter of Transmittal
• Most examples of this letter type will contain three short paragraphs.
• The first paragraph will ...
Letter of Inquiry
• Most examples of this letter type contain three short paragraphs.
• The first paragraph specifies the ...
Claim/Complaint Letter
• Most examples of this letter type contain three short paragraphs.
• The opening paragraph states ...
Good News Letter
• Most examples of this letter type contain three short paragraphs.
• The first paragraph makes the “GRAN...
Bad News Letter
• Letters of this type may contain three or more than three paragraphs, depending on the
degree of detail ...
Letter of Application
• This letter usually has three or four paragraphs.
• The opening paragraph states the specific POSI...
Suggestions for Letter of Application
• Make it one page long.
• Proofread the letter of application and resume VERY caref...
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Business Communication: Chap 2 -business writing

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Transcript of "Business Communication: Chap 2 -business writing"

  1. 1. Business Writing Getting Down to Basics!
  2. 2. Why do we communicate? [Facebook's] whole theory is that people have real connections in the world. People communicate most naturally and effectively with their friends and the people around them. ~Mark Zuckerberg~ Mark Zuckerberg in Paris in 2008
  3. 3.  Why do we write business letters/ correspondence?  What is the difference between Business and Normal Communication?
  4. 4. Towards Effective Written Communication           Tactful - language Coherent Personal Clear Positive Concise Unified Active - sentence structure Readable – fonts, colour… Mechanically Sound
  5. 5. Tone "Tone in writing refers to the writer's attitude toward the reader and the subject of the message. The overall tone of a written message affects the reader just as one's tone of voice affects the listener in everyday exchanges." (Ober 1988)
  6. 6. General guidelines when considering your tone and how to present information: Be confident.  Be courteous and sincere.  Use appropriate emphasis and subordination.  Use non-discriminatory language.  Stress the benefits for the reader.  Write at an appropriate level of difficulty. 
  7. 7. Format There are 2 basic formats for formal letters  Block Format The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs. 
  8. 8.  Semi Block Format – It is much like the modified block style except that each paragraph is indented instead of left justified. Idea!! Microsoft Office 2000 - Letter Wizard can be used to format business letters. To access the Letter Wizard, click on the Tools menu and then choose Letter Wizard. The Wizard will present the three styles (2 mentioned here), just input the date, sender address and recipient address into the selected format.
  9. 9. Block Format Semi-Block Format
  10. 10. Or don't you like to write letters. I do because it's such a swell way to keep from working and yet feel you've done something. ~Ernest Hemingway
  11. 11. Technical Letters 11
  12. 12. The Importance of Letters  Represent your company’s public image and your competence  More personal than a report, yet more formal than memos or e-mail  More permanent than e-mail  Constitute an official legal record of an agreement 12
  13. 13. Writing Effective Letters  Analyze Your Audience:      Who is my audience? Will my audience be favorably or unfavorably disposed to what I am going to say? What kinds of information will my audience expect me to supply? How will my audience use the information I am sending? What impression do I want my letter to make on readers?  Have a clear sense of your purpose and theirs  Select the best communication strategy  Draft, revise, and edit your letter 13
  14. 14. Letter Components  Essential Components          Writer’s Address Date Inside Address Salutation Letter Body Complimentary Close Signed Name Typed Name Optional Components      Subject Line New Page Notations Writer’s and Typist’s Initials Enclosure Notation Copy Notation 14
  15. 15. Essential Components of a Letter 15
  16. 16.  Personal Address      Street address City State Zip Code Company Address      Company’s name Street address City State Zip Code 16
  17. 17.  Full Calendar Date  May 31,2009  31May 2009  2-4 spaces 17
  18. 18.  Address of the reader  Reader’s Name  Reader’s Title  Company Name  Company Street Address  Company City  Company State  Company Zip Code  2-4 spaces 18
  19. 19.  IF you know the reader’s name, salutation will be    First / Last Name Followed by Colon For example      OTHERWISE  Use title   Dear Vice President: Use department’s name   Dear Mr. Smith: Dear Ms. Jones: Dear Miss / Mrs. Jones: Dear Chris Evans: Accounting Department: 2 spaces 19
  20. 20.  Includes  Introductory Paragraph  Discussion Paragraph  Concluding Paragraph   20 2 spaces below salutation 2 spaces b/w paragraphs
  21. 21.   Preferred close is Yours Sincerely,  21 Place a comma after complimentary close 2 spaces below body
  22. 22.  22 Sign your name legibly
  23. 23.    23 Type your name Mention your title (Optional) 4 spaces below complimentary close
  24. 24. Optional Components of a Letter 24
  25. 25.   Can be used instead of salutation  All CAPS  25 Must have a topic & focus 2 spaces below inside address
  26. 26.  If writer and typist are two different persons  Writer’s initials- ALL CAPS  Typist’s initials-LOWERCAS   26 Separate both initials with colon 2 spaces below typed signature
  27. 27.  Enclose information as  Enc.; OR  Enclosure; OR  Enclosures(2); OR  Enclosure: August Report  27 2 spaces below writer’s an typist’s initials
  28. 28.  For a copy of letter, write  cc (complimentary copy)  pc (photocopy)  For copies sent to other readers, write  pc:  28 Reader Ma,e 2 spaces below enclosure notation
  29. 29. Letter Formats  Full-block format  All text typed on left margin  Spaces between paragraphs  Simplified format  Same as full block format except No Salutations  Subject Line introduced  No Complimentary Close  29
  30. 30. Full Block Format 30
  31. 31. Simplified Format 31
  32. 32. Classifications of business letters  Positive  Customer relations letters responding favorably to a writer’s request or complaint  Sales letters promoting a product  Neutral  Letters requesting information about a product or service, placing an order, or responding to some action or question  Negative  Customer 32 relations letters refusing a request, saying no to an adjustment, etc.
  33. 33. Types of Letters Letters of Inquiry  Sales Letters  Good-News Letters  Bad-News Letters  Complaint Letters  Adjustment Letters  Cover Letters  33
  34. 34. Letters of Inquiry 34
  35. 35. Inquiry Letter You require information about any matter of interest to you  It must   Contain an effective technical writing style  Involve audience through pronoun usage  Avoid grammatical errors  Must contain the essential letter components 35
  36. 36. Components of Inquiry Letter Body  Introduction  Tell your reader why are you writing  Inform reader about subject matter What are you writing about? OR  What info do you want?   36
  37. 37. Components of Inquiry Letter Body  Discussion  Specify your needs  Ask precise questions  List specific topic of inquiry  Quantify your questions 37
  38. 38. Components of Inquiry Letter Body  Conclusion  Must be precise  Mention when do you want a response  Provide a specific date for response  Explain why do you want response by the given date 38
  39. 39. Types of Business Letters • Letter of Transmittal • Letter of Inquiry • Claim/Complaint Letter • Good News Letter • Bad News Letter • Letter of Application • Many others
  40. 40. Letter of Transmittal • Most examples of this letter type will contain three short paragraphs. • The first paragraph will state WHAT is being transmitted and WHY it is being transmitted. • The middle paragraph will DESCRIBE in moderate detail the item being transmitted; for example, if a report is being transmitted, the description would include the major sections of the report and its major conclusion(s). • The final paragraph will express HOPE FOR SATISFACTION with whatever is being transmitted. • Modified block with indentions is the usual format for this type of letter. ALWAYS include an enclosure notation.
  41. 41. Letter of Inquiry • Most examples of this letter type contain three short paragraphs. • The first paragraph specifies the SUBJECT of the inquiry and indicates WHY the inquiry is being made. • The middle paragraph lists the specific items or questions that the letter writer wants or wants answered; usually the items or questions are presented in bulleted list form. • The last paragraph tactfully indicates a deadline by which the items being requested or the answers to questions need to be supplied. • Usually modified block with indentions format is used with this letter type.
  42. 42. Claim/Complaint Letter • Most examples of this letter type contain three short paragraphs. • The opening paragraph states the PROBLEM that the letter writer has encountered and makes a specific CLAIM that will correct the problem. • The next longish paragraph narrates the sequence of events involved in the creation of the problem, and it describes the problem in detail. Dates, serial numbers, and other factual data are the heart of this paragraph. • The last paragraph tactfully requests timely correction of the problem. • Usually modified block with indentions format is used with this letter type.
  43. 43. Good News Letter • Most examples of this letter type contain three short paragraphs. • The first paragraph makes the “GRANT,” that is, the solution to the problem/complaint that the complainer has requested. • The next longish paragraph explains in detail how the problem arose in order, if possible, to show that is was not a result of bad faith or business practice on the part of the company. • The last paragraph HOPES FOR SATISFACTION on the part of the complainer regarding the solution that has been offered. • Usually modified block or modified block with indentions format is used with this letter type.
  44. 44. Bad News Letter • Letters of this type may contain three or more than three paragraphs, depending on the degree of detail that is presented. • The opening paragraph is usually short and neutral with regard to the issue (i.e., We received your letter of August 29, 2007, in which you . . .). • The middle paragraph(s) explains in detail the upcoming bad news, but does not actually state the bad news (i.e., we cannot comply with your request to solve the problem) until near, but not at, the end of the paragraph: i.e., “bury” the bad news. • The last paragraph returns to a neutral topic. • Full block format is usually used with this letter type.
  45. 45. Letter of Application • This letter usually has three or four paragraphs. • The opening paragraph states the specific POSITION for which you are applying; if possible, it indicates how you gained knowledge about the position. • The middle paragraphs discuss the specific QUALIFICIATIONS you possess that make you a good candidate for the job; you should mention your resume near the beginning of the first of these paragraphs • The last paragraph REQUESTS AN INTERVIEW at the convenience of the company. • Modified block with indentions is the usual format for letters of this type. ALWAYS include an enclosure notation.
  46. 46. Suggestions for Letter of Application • Make it one page long. • Proofread the letter of application and resume VERY carefully; let there be NO mistakes in them. • Make every effort to mail the application letter to a specific person in the company; if need be, make a call to find out the name of the person to whom to mail the letter and resume. • Mail the letter and resume in an envelope that is large enough that the letter and resume do not need to be folded. • A day or two before the deadline for sending in the letter of application, call the company and verify that the letter has been received.
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