The document discusses the importance of written communication and provides guidelines for effective business letter writing. It defines the different types of letters and their purposes. Key aspects of a good business letter are discussed such as essential elements, structure, tone, and layout. Effective openings, bodies, and closings are outlined. Dos and don'ts of letter writing are also provided.

2. Put it before them briefly so they will read it, Clearly so they will appreciate it, Picturesquely so they will remember it, And, Above all, accurately so they will be guided by its light. -- Joseph Pultizer

3. Written Communication Everything that is put down on paper by writing comes under the purview of Written Communication. Advantages Disadvantages

4. Types Letter Memo Notice Circular Report

5. Letter Writing

6. Letter Writing In order to achieve the definite purpose and the intended results, the business letters written to express facts and opinions clearly, concisely, completely and correctly.

7. Types of Letters Personal (to a friend or within the family) Social ( invitations, death notices, etc.) Official ( from government or its corporations, etc.) Business (within business environment) Miscellaneous (letters to the editor, etc)

8. Purposes Giving or seeking information Making or answering an enquiry Placing an order Demanding or refusing credit Mollifying the injured feeling of a customer Selling goods and services Making, accepting or refusing a request Making or responding to complaints Creating goodwill etc.,

9. Business Letters To achieve a definite purpose of your organization To sustain business relationship without personal contact To create a friendly relationship with another organization to produce record for subsequent references To create a good impression about the writer’s firm and also of the writer himself

10. Importance / Advantages Drafting at convenience Reaches far and wide A record for purpose of law A record for reference Solidifies a business brand Helps to expand business Saves money in communication Convenient for giving unpleasant news

11. Essentials of a good letter Correctness Completeness Clarity Conciseness Courtesy Consideration Concreteness Convincing power

12. Types of Business Letters Letters of enquiry Letters of quotation Letters of order Letters of acceptance Letters of cancellation Letters regarding complaints and claims Adjustment letters Collection letters

13. Components of Business Letter Letter Head * Reference Date Inside Address Special Markings Attention Line Salutation Heading Subject Line

14. Letterhead Creates impression of the company Company’s name Full postal address Contact numbers registered office and Registered Number Website

15. Reference No. Ref:T/23/19 Date 31 st December,2010 Sender’s Address GMR Builders Inside Address Mr. G.Reddy, Ramco Tiles, New Delhi. Salutation Dear Sir, Body Text We are pleased……….. Closing ‘call to Action’ Yours Sincerely Signature Block Sd/- Enclosures Carbon Copy Encl: cc to: bcc:

16. Letter Body Opening or Introduction Main Body (Central section) Future Action (or response) Special markings Continuation of pages Closing Section Enclosures Signature Copies to be circulated Continuation of Pages Address on the Envelopes

17. Planning a Letter Select the Suitable Tone State the purpose Assemble Relevant Information Arrange the material Opening the Letter Avoid Obvious Opening Statements Avoid participial Opening Avoid Trite Expression Avoid Personal Pronoun

18. Layout Neatly typed on the best stationery with proper punctuation and carefully laid out letter creates a good impression.

19. Forms of Layout Block Form Semi Block Form Indented Form NOMA Form

20. The central Part Referring to the reader’s problem Telling the reader what he wants to know Creating the Hypothetical Situation Using a subject Line Open with a ‘Thank You’ Begin with a courteous Request or Command Open with a pertinent name

21. Closing the Letter Use a provocative tone Use suggestion Use Command Offer an incentive Repeat the main point Use the Reader’s Name Avoid Participial closings and indefinite closings

22. Complimentary Close Dear Sir Dear Sirs Dear Madam Dear Sir/Madam Yours faithfully Or Yours truly Dear Ms. Kranthi Dear Mr. Kiran Dear Kalyan Yours sincerely Dear Customer Dear Reader Dear Subscriber Dear Shareholder Dear Member Yours sincerely

23. Name on the letter head Ref: no. : Reg/01/002 21 st October,2010 Mr. Ramesh Debraj General Manager – Finance The School Book Depot Navi Mumbai – 400 707 Sub: Request for the rates Dear Mr.Debraj, We shall be really pleased to establish business contacts with you for the purchase of some Publications of Maharashtra. Kindly send the price list available with you and the terms and conditions of the business at he earliest, so that we can immediately place the order. We look forward for your immediate positive action. Thanking you, Yours sincerely, Subhash Chandra G M – Marketing

24. Don’ts Avoid Trite Expressions Avoid Long Phrases Avoid Adjectives Avoid Cliches (indicates the natural way of presenting ideas) Avoid redundancy Avoid Gobbledygook (refers to the kind of grandiose writing) Avoid verbosity Avoid curtness Avoid demanding tone Avoid bragging tone Avoid angry tone

25. To give a letter the right look, we should pay attention to its structure, layout and to its form and punctuation. It reflects the image of your organization. Since letters serve a permanent records and are a valuable repository of information, we have to use suitable and impressive layout. We should use suitable and widely accepted structure at work place.