Business communication ch02

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Business communication ch02

  1. 1. Chapter 2 Structuring your communication
  2. 2. Lecture outlines <ul><li>4 point plan </li></ul><ul><li>The weakest link in your business writing </li></ul><ul><li>10 steps to good business writing </li></ul><ul><li>Letter forms </li></ul><ul><li>Mechanics of Business Letters </li></ul>
  3. 3. 4 point plan Source: Shirley Taylor, Model Business Letters, 6 th ed.
  4. 4. 4-point plan <ul><li>Opening or introduction </li></ul><ul><ul><li>Acknowledge previous correspondence </li></ul></ul><ul><ul><li>Refer to a meeting or contact </li></ul></ul><ul><ul><li>Provide an introduction to the discussion </li></ul></ul><ul><li>Central section (detail) </li></ul><ul><ul><li>All required information </li></ul></ul><ul><ul><li>Requesting information </li></ul></ul><ul><ul><li>Details should be stated simply and clearly </li></ul></ul>
  5. 5. 4 point plan <ul><li>Conclusion (Action or Response) </li></ul><ul><ul><li>State the action expected from the recipient </li></ul></ul><ul><ul><li>State the action you will take </li></ul></ul><ul><li>Close </li></ul><ul><ul><li>One-line closing sentence </li></ul></ul><ul><ul><li>Should be relevant to the content of the message </li></ul></ul>
  6. 6. 4 point plan sample Source: Shirley Taylor, Model Business Letters, 6 th ed.
  7. 7. 4 point plan sample Source: Shirley Taylor, Model Business Letters, 6 th ed.
  8. 8. The weakest link in your business writing <ul><li>The old-fashioned expressions </li></ul><ul><li>Long-winded expressions </li></ul><ul><li>Passive-voice VS. Active-voice </li></ul><ul><li>Using Attention line </li></ul>
  9. 9. 10 steps to good business writing <ul><li>Remember your ABC (Accurate, Brief and Clear) </li></ul><ul><li>Be polite and helpful </li></ul><ul><li>Use appropriate tone </li></ul><ul><li>Write naturally and sincerely </li></ul><ul><li>Keep it Short and Simple </li></ul>
  10. 10. 10 steps to good business writing <ul><li>Use modern terminology </li></ul><ul><li>Include essential details </li></ul><ul><li>Be consistent </li></ul><ul><li>Use Active voice not Passive voice </li></ul><ul><li>Compose CLEAR communication (Clear, Logical, Empathetic, Accurate and Right) </li></ul>
  11. 11. Letter forms <ul><li>Full-Block letter form </li></ul><ul><ul><li>Inside address, salutation and paragraphs are arranged in blocks without indention </li></ul></ul><ul><ul><li>Divisions between units are indicated by spaces </li></ul></ul><ul><li>Advantages: </li></ul><ul><ul><li>Save stenographic time </li></ul></ul><ul><ul><li>It is widely accepted </li></ul></ul>
  12. 12. Full-Block letter form Source: www.writing-lovers.com
  13. 13. Letter forms <ul><li>Semi-Block letter form </li></ul><ul><ul><li>Inside address, salutation and paragraphs are arranged in blocks </li></ul></ul><ul><ul><li>Divisions between units are indicated by spaces </li></ul></ul><ul><ul><li>Paragraphs are indented by 10 spaces in the beginning of each paragraph </li></ul></ul><ul><li>Advantage: </li></ul><ul><ul><li>Produce neat symmetry </li></ul></ul>
  14. 14. Semi-Block letter form Source: www.writing-lovers.com
  15. 15. Letter forms <ul><li>The Simplified letter form </li></ul><ul><ul><li>Complete elimination of salutation and complimentary close </li></ul></ul><ul><ul><li>The simplified letter is often used for mass mailings </li></ul></ul><ul><li>Advantage: </li></ul><ul><ul><li>Efficiency </li></ul></ul><ul><ul><li>Saving typing time and consequent costs </li></ul></ul><ul><ul><li>It is a modern approach </li></ul></ul>
  16. 16. The Simplified letter form
  17. 17. Letter forms <ul><li>The Hanging-indention Form </li></ul><ul><ul><li>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 </li></ul></ul>
  18. 18. The Hanging-indention Form
  19. 19. Mechanics of Business Letter <ul><li>Arrange and center the letter on the page for symmetry and balanced appearance </li></ul><ul><li>Select letterhead and stationary on the basis of simplicity of design and quality </li></ul><ul><li>In Salutation and Close capitalize only the first letter of the first word, except for proper names and titles </li></ul><ul><li>Salutation and complimentary close should agree in tone </li></ul><ul><li>Date is usually written in the upper right section </li></ul><ul><li>Salutation should agree with the first line of inside address </li></ul><ul><li>Signer of the letter has final responsibility for it </li></ul>
  20. 20. [email_address] www.slideshare.net/msalemksa

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