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1. Contents :
• Business writing
• Flow of communication in any organization
• Business letter writing
• E-mail writing
BUSINESS WRITING SKILLS: Flow of
communication in any organisation
business letter writing, e-mail writing

2. What is business writing?
Business writing is a type of writing that is used in professional setting,it is a
purposeful piece of writing that conveys a relevant information to a reader in
a clear concise,and effective manner,it includes clients
proposals,reports,memos,emails and notices.
SUMMARY
1.Business writing is a purposeful piece of writing that conveys the relevant
information to the reader in a clear concise and effective manner
2.It can be categorized into four types:instrumental ,informational
,persuasive,and transactional

3. The broad field of business writing can be distilled into four categories based on
their objectives ,such as
1.Instuctional:The instructional business writing type is directional and aims to
guide the reader through the steps completing a task.A user manual falls aptly
under the instructional category,as well as memo issued to all employees outlining
the method of completing task in future.
2.Informational: Informational business writing pertains to recording business
information accurately and consistently .it comprises documents essential to the
core functions of business for tracking growth ,outlining plans and complying
with legal obligations.

4. 3.Persuasive:The goal of persuasive writing is to impress the reader
and influence their decisions it conveys relevant information to convince
that a specific product,service company or relationship offers the best
value .such a type of writing generally associated the marketing and sales
it is bulk sales emails and press releases
4.Transactional: Day to day communication at the workplace falls
under the transactional business writing category.The business of such
communication is by email,but also includes official letters,forms and
invoices

5. Introduction to Flow of communication
in an organization
 Downward
 Lateral(Horizontal)
 Upward
 Diagonal
 External

6. DOWNWARD COMMUNICATION :
1.Communication that flows from higher level to lower level is called
downward communication in other words communication from
superiors to subordinates in a chain of command is called downward
communication.
Ex : A manager explains a task to an employee.
UPWARD COMMUNICATION :
Communication that flows to a higher level in an organisation is called upward
communication .It provides feedback on how well the organization is
functioning
The subordinates use upward communication to convey their problems and
performances to their superiors
EX:Employee manager discussions,letter from employee,performance reports
made by lower management for reviewing higher level management.

7. Lateral(Horizontal) Communication :
Communication that takes places at same levels of hierarchy in an
organization is called lateral communication.
It saves time & helps in solving various organizational problems.
Ex : Communication between managers at same levels.
Diagonal Communication :
Communication that takes place between a manager and employees of
other workgroups is called diagonal communication.
It generally does not appear on organizational chart.
To design a training module a training manager interacts with operations
personnel to enquire about the way they perform their task.
Ex : A training manager interacts with operation manager the way they
perform their tasks.

8. External Communication :
 Communication that takes place between a manager and external
groups.
 To raise the capital the managing director would interact with the
bank manager.
Ex : Suppliers, Vendors, Banks, Financial institutes etc.
BUSINESS LETTER
 Business letters are a type of formal letter sent from
one company to another, or between such organizations
and their customers, clients, or other external parties.

9. BUSINESS LETTER WRITING
Common components of Business letter
• Heading
• Inside address
• Salutation
• Subjet or reference line
• Body of the letter
• Complementary close
• Enclosures
• Copies

10. 1.HEADING:The heading of a business letter contain writers address and date of
letter
2.INSIDE ADDRESS:The inside address shows the name and address of the
recipient of the business letter The information helps to prevent confusion also if
the recipient has moved the inside address helps to what do with letter
3.SALUTATION:In a business letter,the salutation-the ‘Dear Sir’of the letter is
usually followed by a comma excepts sometimes colon is also used
4.SUBJECT OR REFERENCE LINE:The subject line replaces the salutation or is
included with it.It announces main business of letter
5.COMPLIMENTARY CLOSE:The ‘Sincerely yours’ element of business letter is
called complimentary close
6.ENCLOSURES:To make sure that recipient knows that items accompany the
letter in the same envelope use such indications as’Enclosure end’ for example if
you send a resume and writing sample with your applications letter you write
this‘Encl.Resume and Writing sample
7.COPIES:if you send copies of a letter to others indicate the fact among end
notations also example if you send copy to your lawyer,you can write ‘Cc Mr
Saurav Mishra.Lawyer’

11. Kinds of business letters :
Cover letters
Recommendation letter
Acceptance and Rejection letters
Resignation letter
Order letter
Thank you/follow-up-letter
1.A cover letter is the first step in the selection process ,whereby
the prospective applicant puts forward his/her candidature to the
employer so that he/she can be considered for the necessary
work.
2.It is normally accompanied by a detailed resume.

12. Recommendation Letter:
A recommendation letter is a written reference that offers
information about your character,work history and
academic history.
Recommendation letters can help you find a job or get into
college.

13. Acceptance and Rejection letters
An acceptance letter is required to formally notify the employer of
your decision to accept his/her offer of a job.
In the acceptance letter specify the job you are accepting and the
name of your supervisor also review your starting salary basic job
responsibility and date of joining.
Inthe rejection letter, tactfully state your reasons for not taking job ,
because you may want to work for him/her in the future.

14. Resignation letter
• A letter of resignation is a document that notifies employer
leaving the job. It is proper protocol to submit a letter of
resignation before leaving.
• If you are in high profile position consider your words
carefully because your letter would likely be made public.

15. Order Letter :
• These letters are used to order things or buy material.
• These letters are generally written by one business to
another business to make an order.
• Everything should clear that seller would need to deliver
the order & get payment

16. • Saying thank you in a formal letter shows your appreciation following
professional situations like job interviews, customer referrals and
forming new business relationships.
• Not only can you express your gratitude in a thank you letter, but you
can shoe your intrest and desire in building upon the professional
connection you made.

17. E-mail Writing
E-mail is :
It is short for electronic mail or email is information stored on a
computer that is exchanged between two users over tele
communications.
It contain text,files,images, or other attachments sent through a
network to a specified individual or group of individuals.
It is main communication tool in business.

18. 1.Make sure every email message you send is necessary.
2.Follow company email policy,understand the your company
policies on email usage.
3. Don’t cc or bcc anyone who doesn’t really need to see the
message.
Planning email message

19. Writing email messages
1.Remember that business email is more formal than personal letter.
2.Make your subject lines informative by clearly identifying the purpose of your message.
3.Pay attention to the quality of your writing and use correct grammar, spelling, and punctuation.
Completing email message
1.Revise and proofread carefully to avoid embarrassing mistakes.
2.Keep the layout of your message simple and clean, particularly for
mobile recipients.
3. Use an email signature file to give recipients your contact
information.

20. Completing email message
1.Revise and proofread carefully to avoid embarrassing mistakes.
2. Keep the layout of your message simple and clean, particularly
for
mobile recipients.
3. Use an email signature file to give recipients your contact
information.

21. Mistakes to avoid in email :
 Don’t forget to greet.
 Don’t use a lot of capital letters.
Always use Regards,Sincerely,Respectfully,Thank you.
Use space to separate paragraphs into block of text.
Make Bullet points important details.
Do not send large attachments, instead send a link to a shared
network resource
Answer with in time ; Not be late in reply

22. REFERENCES
• Business communication -Meenakshi raman
Prakash singh
• Business communication today : Courtland L bovee
John v thill ,Mukesh Chaturvedi
• https//www.managementstudyguide.com/communication.htm
• https:/corporatefinanceinstitute.com