Letterpresentation

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Letterpresentation

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

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