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Letterpresentation Presentation Transcript

  • 1. LETTER WRITING Presented by: Abid Kilyani
  • 2. OBJECTIVES
    • By the end of this presentation, learners would be able to:
      • Discuss benefits of letters
      • Explain key points to write effective letters
      • List parts of a letter
      • Describe types of letter
  • 3. BENEFITS OF LETTERS
    • Letters represent company’s public image and competence
    • Letters are more personal than a report, yet more formal than memos or e-mail
    • Letters are more permanent than e-mail
    • Letters constitute an official legal record of an agreement
    • Letters follow up on telephone calls and other types of oral communications
    • Letters provide a wide range of corporate information
    • Letters can support action
  • 4. 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?
  • 5. WRITING EFFECTIVE LETTERS (Cont…)
    • Have a clear sense of your purpose and theirs
    • Conduct appropriate research
    • Select the best communication strategy
    • Draft, revise, and edit letter
  • 6. PROOF READING LETTER
    • Proofread everything that has your name on it
    • Take time to proofread your letter for
      • Errors of fact
      • Miscalculations
      • Misrepresentations
      • Accuracy of prices, dates, and serial numbers
  • 7. LETTER FORMATS
    • Full-block format
      • All text flush left, spaces between paragraphs
    • Semi-block/Modified format
      • The writer’s address, date, complementary close, and signature to the right side of the letter
      • The date aligns with the complementary close
      • Notations of enclosures flush left below signature
  • 8. LETTER FORMATS
    • Indented paragraph format
      • Identical to the semiblock format except that each paragraph is indented five spaces
    • Continuing pages
      • If your letter runs beyond one page, use name, page number, or address in the header of the second page
  • 9. PARTS OF A LETTER
    • Date line
    • Inside address
    • Salutation
    • Subject line
    • Text of the letter
    • Complementary close
    • Signature
    • Enclosure(s) line
    • Copy notation
  • 10. ACHIEVING THE “YOU ATTITUDE”: FOUR GUIDELINES
    • Never forget that reader is a real person
      • Avoid writing cold, impersonal letters
    • Keep the reader in the forefront of your letter
      • Make sure your reader’s needs control the tone, message, and organization of letter
    • Be courteous and tactful
  • 11. TYPES OF LETTERS
    • Four common types of business correspondence
      • Inquiry letters
      • Special request letters
      • Sales letters
      • Customer relations letters:
        • Follow-up
        • Complaint
        • Adjustment
        • Collection
  • 12. TYPES OF LETTERS
    • 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 relations letters refusing a request, saying no to an adjustment, etc.
  • 13. SUMMARIZATION
    • By the end of this presentation, learners were able to:
      • Discuss benefits of letters
      • Explain key points to write effective letters
      • List parts of a letter
      • Describe types of letter
  • 14. REFERENCES
  • 15.  
  • 16. Questions?