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Types of letters 8-11


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MBA / MMS sem 1 notes

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Types of letters 8-11

  2. 2. Informative letter <ul><li>CONVEYING INFORMATION CLEARLY AND FULLY </li></ul><ul><li>Letters with a main information base are: </li></ul><ul><li>Enquiries and replies about goods and prices </li></ul><ul><li>Quotations and tenders </li></ul><ul><li>Orders </li></ul><ul><li>Resume </li></ul><ul><li>Appointment contracts </li></ul><ul><li>Description of defects while making a complaint. </li></ul>
  3. 3. <ul><li>Every detail of the information needs to be checked and ensure no errors in facts and figures. </li></ul><ul><li>In case of large information the data needs to be well organized ,with logical flow of ideas. </li></ul><ul><li>The tone of the letter should be helpful, courteous and professional. </li></ul><ul><li>Offering to give any further information and clarification makes the letter more friendly. </li></ul>
  4. 4. Good news letters <ul><li>Letters that grant a request are good news letters. </li></ul><ul><li>Offering admission or employment or grants in response to an application </li></ul><ul><li>Agreeing to terms or favors requested by a customer </li></ul><ul><li>Granting a customer’s claim </li></ul><ul><li>Granting request for credit terms </li></ul><ul><li>Agreeing to offer terms and awarding a contract </li></ul><ul><li>Letters of appreciation and of promotion. </li></ul>
  5. 5. <ul><li>A letter that conveys a pleasant message is welcomed by a is an opportunity to build up good relationships. </li></ul><ul><li>News needs to be conveyed with high emphasis which means as early as possible and needs to be conveyed cheerfully. </li></ul><ul><li>Be prompt and courteous. </li></ul><ul><li>Tone of the letter needs to be cheerful and friendly. </li></ul>
  6. 6. Persuasive letter <ul><li>They are written on writer’s initiative and requires a strong effort to attract and retain readers attention. </li></ul><ul><li>Letters that bargain for more favorable terms or to get a favor. </li></ul><ul><li>Sales </li></ul><ul><li>Collection </li></ul><ul><li>Bargaining </li></ul><ul><li>Asking for favors </li></ul><ul><li>Cover letters </li></ul><ul><li>Letters that attempt to make the reader accept alternatives and counter proposals. </li></ul>
  7. 7. <ul><li>Persuasive writing must be simple ,easy to understand ,grammatically correct, use active voice. </li></ul><ul><li>Writer’s credibility </li></ul><ul><li>Writer’s concern for reader’s needs and desire must be reflected in writing. </li></ul><ul><li>Writer must facilitate the action by pointing out ways in which it can be done. </li></ul><ul><li>Logic of proposal must be clear </li></ul><ul><li>The emotional appeal must not go against the reader’s beliefs. </li></ul><ul><li>Tone must be self respecting and respectful towards the reader. </li></ul>
  8. 8. Bad news letters <ul><li>Letters have persuasion and information. </li></ul><ul><li>Layoff </li></ul><ul><li>Termination of contract </li></ul><ul><li>Complaint </li></ul><ul><li>Unfavorable reply to credit enquiry </li></ul><ul><li>Not selected </li></ul><ul><li>Admission rejected </li></ul><ul><li>Rejection of goods </li></ul><ul><li>Rejection of claim </li></ul>
  9. 9. <ul><li>Getting all details correct is a basic requirement. qualities needed are courtesy, consideration, creativity and constructiveness. </li></ul><ul><li>Be clear about the purpose </li></ul><ul><li>Use positive language </li></ul><ul><li>De-emphasize the negative by placing it in positions of low emphasis. </li></ul><ul><li>Think clearly the reason for refusal </li></ul><ul><li>It needs to be short and thus needs to be planned carefully and it has to be effective. </li></ul>
  10. 10. <ul><li>Organize the letter to make the bad news acceptable. </li></ul><ul><li>Do not tell bad news in the first Para. </li></ul><ul><li>Use passive voice </li></ul><ul><li>Can be organized in 3 parts </li></ul><ul><li>Buffer-attempts to state a common ground </li></ul><ul><li>Reason/justification </li></ul><ul><li>Goodwill ending. </li></ul>