technical writing

1. Objectives:
At the end of the lesson, the students are
expected to:
a. identify elements of a business letter;
b. understand essentials of good business
letter content ; and
c. create a business letter based on the
details given (sales letter).

2. Business letter

3. Definition
 Formal paper communications between
,to or from businesses
 Sometimes called “snail-mail” (in
contrast to e-mail which is faster)
 Why write one?
Written to give information
Written to serve as evidence in cases
of dispute
Written to build goodwill
Written to remember facts
Written because they are convenient

4. Kinds of business letter
 Sales Letters
 Orders & execution
 Complaints &
adjustments
 Adjustment Letters
 Inquiries $ replies
 Follow-Up Letters
 Letters of
Recommendation
 Acknowledgment Lett
ers

5. Audience
•How well do I know them
•How much do they know
about my subject
•How will they feel about
my message
•What vocabulary will set
the tone

6. Why write business letters
 To persuade
 To inform
 To request
 To express thanks
 To remind
 To recommend
 To apologise
 To reject a proposal
or offer
 To introduce a
person or policy
 To invite or welcome
 To follow up
 To formalize
decisions
 To congratulate

7. Letter formats
 Full block format :all text flush left ,spaces between
paragraphs .
 Semi block /modified format :the writer’s date ,address
,complementary close and signature to the right side
of the letter.
The date aligns with complementary close .notations
of close flush left below signatures.
 Indented paragraph format :identical to the semi block
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 second page .

8. Most commonly used

9. Writing a business letter
 Keep it simple and short
Keep it simple and short
C-collect your ideas
0-order /arrange
them
D-draft
E-edit
R-redraft
use CODER principle

10. Parts of business letter

11.  The Heading. This contains the return address
(usually two or three lines) with the date on the
last line. ...
 The Inside Address. This is the address you are
sending your letter to. ...
 The Greeting. Also called the salutation. ...
 The Body. ...
 The Complimentary Close. ...
 The Signature Line.

12. Salutations
Salutation can begin in any of the
following ways
1. Dear Sir
2. Sir
3. Respected Sir
4. Dear Mr. Lokesh( it could be
any name)

13. Subject
It is not always necessary to have a subject line
however it is better to have one as it gives clarity
and states the objective with which the letter is
being drafted. The following could be examples of
subject lines for letters.
1. Subject: DSOF SSG Election 2020
2. Subject: DSOF GPTA Meeting 2020
3. Subject: letter of recommendation

14. Building main content
Five formats of letters and Memos
 Direct Request (When you have to ask the
client/ service provider for specific
information)
Paragraph 1 Request the information or the
service you need
Paragraph 2Show why you need the information
and how you will use it
Paragraph 3Specify what you want the reader to do
Paragraph 4List the benefits for the reader and use
a goodwill ending

15. •Informative (to provide information
about meetings, policies or projects)
Paragraph 1 Capture attention
Paragraph 2 Provide the necessary
information
Paragraph 3 Present any negative
factors; show reasons for these factors
Paragraph 4 List the benefits for the
readers and close with goodwill ending

16. •Persuasive (sometimes we must not only
inform but persuade, especially in case of
B2B client)
Paragraph 1 Catch the reader’s interest;
establish mutual interest or common ground
Paragraph 2 Define the problem that will be
solved if the reader approves your request
Paragraph 3 Explain the solution and show
how the advantages outweigh any negatives
Paragraph 4 List the benefits for the readers
Paragraph 5 Specify what you want the reader
to do

17. •Good news (everybody likes good news)
Paragraph 1 Deliver the good news
Paragraph 2 Provide any details
Paragraph 3 Discuss any negative elements
Paragraph 4 List the benefits for the reader
and close with a goodwill ending
•Bad news ( perhaps the most difficult)
Paragraph 1 Establish goodwill
Paragraph 2 Present the negative message.
Give reason for the message
Paragraph 3 Explain the positive aspects and
reestablish goodwill

18. Closure
The following are some examples for closing
letters.
1. Look forward to hearing from you at the earliest.
2. Hoping for a quick response from you
3. Awaiting your response

19. Signing off
The letter ends with signing off. Though the
traditional way of signing off has been – Yours
sincerely, the most commonly used way of
signing off in the present times has been to write
either best regards or best wishes.

20. Activity
Directions:
Rewrite the sample sales letter given to you by
your teacher using full block style. Label each part
of the letter and supply the missing parts.
Sales letter

21. Directions: Shade the circles corresponding to
the correct answer on the answer sheet
provided by the teacher. Don’t forget to Shade
also your Zipgrade Student ID No.
1. A part that contains the name of the institution represented
by the writer. The corporate name and business address
appear on this part.
a. Heading (Letter Head) c. Dateline
b. Inside Address d. Complimentary close
2. The farewell part of the letter which signals the ending of
the message.
a. Heading (Letter Head) c. Dateline
b. Inside Address d. Complimentary
close
3. It embodies the text of the message, usually the longest
part of the letter.
a. Body of the letter c. Salutation

22. 4. This shows the name and address of the
recipient of the letter. This tells to whom the letter is
written. This could be a person, firm or an
organization.
a. Heading (Letter Head)c. Dateline
b. Inside Address d. Complimentary
close
5. It specifies the day when the letter was written,
not when the letter was dispatched.
a. Heading (Letter Head) c. Dateline
b. Inside Address d. Complimentary
close

23. 6. The greetings of the letter that provides courteous
and formal opening.
a. Body of the letter c. Salutation
b. Complimentary close d. Heading
7.It consists of the sender’s name and his business
designation only if he uses a stationary with printed
letterhead.
a. Signature line c. Salutation
b. Complimentary close d. Heading
8. An instrument purposely written by a person to seek
a job or promotion.
a. Application Letter c. Letter of Inquiries
b. Business Letter d. Sales Letter

24. 9. A written communication about various technical
subjects in sciences, engineering, and technology.
a. Technical writing c. Literary
writing
b. Persuasive writing d. Informative
writing
10. It is a written message used to transact
business which cannot be conveniently
conducted orally.
a. Application Letter c. Letter of Inquiries
b. Business Letter d. Sales Letter