VIVEK

1.  Under guidance ofUnder guidance of
Prof: Dhara JoshiProf: Dhara Joshi
 Prepared by:
Vivek Thummar.(Roll no 41)Vivek Thummar.(Roll no 41)
Jayprakash Tiwari.(Roll no 42)Jayprakash Tiwari.(Roll no 42)

2. 1. Identify your purpose- the objective of your
message is almost twofold: the reason for the
message itself and the creation of goodwill.
2. Analyze your audience- see the message from
your receiver’s point of view: their needs,
interests, attitudes, even their culture.

3. 3. Choose your ideas- the ideas you include depend
on the type of message you are sending, the
situation & the cultural context.
4. Collect your data- be sure to collect enough data
to support your ideas; check names, dates,
addresses & statistics for precision.
5. Organize your message- organizing your material
before writing your first draft can prevent rambling
and unclear messages.

4.  DIRECT (deductive) APPROACH:
 When your reader or listener will have a favorable
or neutral reaction to your message, use the direct
approach.
 Begin with the main idea. After the opening,
include all necessary details and end with an
appropriate, friendly closing.

5.  INDIRECT (inductive) APPROACH:
 When your reader or listener might react
negatively to your message, you should not
present the main idea in the first paragraph.
 Begin with a buffer, give an explanation and then
introduce the main idea.

6.  “first impressions are lasting”
 “we remember best what we read last”

7.  The opening of a message determines whether
the reader continues reading, puts the message
aside or discards it.
1. Choose openings appropriate for message
purpose and reader.
2. Make the openings considerate, courteous,
concise, clear.
3. Check for completeness.

8.  Closing should be strong, clear & polite, they
should leave a sense of closure & goodwill with
the receiver.
1. Make action request clear and complete with 5
W’s and the H.
2. End on a polite, courteous thought.
3. Keep last paragraph concise and correct.

9.  BUSINESS LETTER:
 Standard parts of the Letter:
1. HEADING – LETTERHEAD AND DATE:
Headings-either letterhead or your own address-
should be at the top of the letter before the date
and before the name and address of the receiver
of your message.

10. 2. INSIDE ADDRESS: The inside address should
begin with the addressee's name, professional title
and address.
3. SALUTATION: They are typed below the inside
address & two lines above the body of the letter.

11. 4. BODY: Should be typed single spaced, with
double spacing between paragraphs, before and
after the salutation, and before the complimentary
close.
5. COMPLIMENTARY CLOSE: Sincerely, Sincerely
yours, Very truly yours, Warm regards, With best
wishes, etc.

12. 6. SIGNATURE AREA: Can include in the signature
area several identifications: name of your
company, your signature, your typewritten name &
business title.
7. REFERENCE SECTION: May include information
about the message composer, the typist &
sometimes word processing data.

13.  PUNCTUATION STYLES:
1. OPEN: No line of any letter part (except body)
has any punctuation at the end.
2. MIXED: A colon follows the salutation; a comma
follows the complimentary close.

14. 1. FULL BLOCK: every line begins at the left
margin.
2. MODIFIED BLOCK: the date, complimentary
close, and signature sections are at the right
margin. Rest everything on left margin.
3. MODIFIED BLOCK WITH PARAGRAPHS
INDENTED

15.  Standard memos consist of a heading with TO,
FROM, SUBJECT and DATE.
 On preprinted forms, the word MESSAGE may
also appear.

16. Thank you