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Business communication ch02
 

Business communication ch02

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    Business communication ch02 Business communication ch02 Presentation Transcript

    • Chapter 2 Structuring your communication
    • Lecture outlines
      • 4 point plan
      • The weakest link in your business writing
      • 10 steps to good business writing
      • Letter forms
      • Mechanics of Business Letters
    • 4 point plan Source: Shirley Taylor, Model Business Letters, 6 th ed.
    • 4-point plan
      • Opening or introduction
        • Acknowledge previous correspondence
        • Refer to a meeting or contact
        • Provide an introduction to the discussion
      • Central section (detail)
        • All required information
        • Requesting information
        • Details should be stated simply and clearly
    • 4 point plan
      • Conclusion (Action or Response)
        • State the action expected from the recipient
        • State the action you will take
      • Close
        • One-line closing sentence
        • Should be relevant to the content of the message
    • 4 point plan sample Source: Shirley Taylor, Model Business Letters, 6 th ed.
    • 4 point plan sample Source: Shirley Taylor, Model Business Letters, 6 th ed.
    • The weakest link in your business writing
      • The old-fashioned expressions
      • Long-winded expressions
      • Passive-voice VS. Active-voice
      • Using Attention line
    • 10 steps to good business writing
      • Remember your ABC (Accurate, Brief and Clear)
      • Be polite and helpful
      • Use appropriate tone
      • Write naturally and sincerely
      • Keep it Short and Simple
    • 10 steps to good business writing
      • Use modern terminology
      • Include essential details
      • Be consistent
      • Use Active voice not Passive voice
      • Compose CLEAR communication (Clear, Logical, Empathetic, Accurate and Right)
    • Letter forms
      • Full-Block letter form
        • Inside address, salutation and paragraphs are arranged in blocks without indention
        • Divisions between units are indicated by spaces
      • Advantages:
        • Save stenographic time
        • It is widely accepted
    • Full-Block letter form Source: www.writing-lovers.com
    • Letter forms
      • Semi-Block letter form
        • Inside address, salutation and paragraphs are arranged in blocks
        • Divisions between units are indicated by spaces
        • Paragraphs are indented by 10 spaces in the beginning of each paragraph
      • Advantage:
        • Produce neat symmetry
    • Semi-Block letter form Source: www.writing-lovers.com
    • Letter forms
      • The Simplified letter form
        • Complete elimination of salutation and complimentary close
        • The simplified letter is often used for mass mailings
      • Advantage:
        • Efficiency
        • Saving typing time and consequent costs
        • It is a modern approach
    • The Simplified letter form
    • Letter forms
      • The Hanging-indention Form
        • The first line of a text is aligned with the left-margin, and all other lines are indented (moved toward right) by an equal amount of space
    • The Hanging-indention Form
    • Mechanics of Business Letter
      • Arrange and center the letter on the page for symmetry and balanced appearance
      • Select letterhead and stationary on the basis of simplicity of design and quality
      • In Salutation and Close capitalize only the first letter of the first word, except for proper names and titles
      • Salutation and complimentary close should agree in tone
      • Date is usually written in the upper right section
      • Salutation should agree with the first line of inside address
      • Signer of the letter has final responsibility for it
    • [email_address] www.slideshare.net/msalemksa