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WRITTEN COMMUNICATION

MODULE IV Global Business School, Hubli

BUSINESS LETTERS AND MEMOS

1.

Letters and memos are brief pieces of


communication.

2.

Letters form the most important form of


business correspondence

3.

Why Letters ? need to keep in touch


with the world normally comprises of

Suppliers,

Customers,

Governments

Departments, Banks, Insurance Agencies etc

DIFFERENT TYPES OF LETTERS


INFORMATION LETTERS ENQUIRY LETTERS

ACCEPTANCE AND REJECTION LETTERS RECOMMENDATION LETER


PERSUASIVE LETTERS

Other different types of letters also include :


Thank you/ Follow up Letters Resignation Letter Sales Letters Problem Letters

Effective Business Writing : Basic Principles


A.

Place the Reader First


Keep the readers in mind when you write Right tone, Appropriate language Right amount of detail
DONT : Muddled thinking Avoid ambiguity Unnecessary information

Effective Business Writing : Basic Principles


B.

Keep to the Point / Brevity

Do not waste a readers time A letter should have a clear OBJECTIVE Focus on the information that supports your central objective and remove information that is irrelevant .

Effective Business Writing : Basic Principles


C.

Set the RIGHT TONE


Helpful, Friendly, yet efficient Conversational Approach Use Appropriate YOU s Coherence : SEQUENCE establishing a proper relationship and links sentences to make the intended message clear.

Effective Business Writing : Basic Principles


D.

Write Effective Openings

Get Attention of the reader Put the most important information first (headline) Make your first paragraph stand out. Create formal and impersonal tone. Be direct and use your words positively.

Effective Business Writing : Basic Principles


E.

Write Effective Conclusions

End the letter on a polite and business like note. The final paragraphs in the letters invite the reader to write again. If the intention of the letter is to get an action from the reader explain what you want the reader to do or what you will do.

Other Important Essentials of Business Letters


7 Cs of Business letters : Clear, Courteous, Convincing, Concise, Conversational, Complete, Correct.

Simplicity Language Vocabulary Appeal Style

LETS MOVE TO ANOTHER IMPORTANT PART OF BUSINESS LETTER

WRITING

COMPONENTS OF BUSINESS LETTERS


1.

HEADING

The heading of a business letter contains the writers/senders address and date of the letter.

COMPONENTS OF BUSINESS LETTERS


2.

INSIDE ADDRESS

The Inside address shows the name and address of the recipient of the business letter.
(Title of the recipient, Name of the company etc)

COMPONENTS OF BUSINESS LETTERS


3.

SALUTATION

Dear Sir / Madam usually followed by a comma - ,

COMPONENTS OF BUSINESS LETTERS


4.

SUBJECT OR REFERNCE LINE

It announces the main business of the letter Reference : A Reference date or a reference outward number

COMPONENTS OF BUSINESS LETTERS


5.

BODY OF THE LETTER

The actual message is contained in the body of the letter, it is the paragraph between the subject line and the complimentary close.

COMPONENTS OF BUSINESS LETTERS


6.

COMPLIMENTARY CLOSE

Sincerely Yours this element is called the complimentary close

(thanking you, cordially, faithfully etc)

COMPONENTS OF BUSINESS LETTERS


7.

ENCLOSURES

Attachments, To make sure the recipient knows the items that accompany with the letter Encl

COMPONENTS OF BUSINESS LETTERS


8.

COPIES

If the sender sends the letter copies to others, indicate this fact among the end notification also
Cc - Mr. CEO, XYZ Co

STYLE OF A LAYOUT
Layout means the design in which the different parts of the letter are placed on the letter head. The variation is in the indention and paragraph styles. Every company chooses their own layout. Differences occur due to typing/printing conventions, indenting and spacing amongst other things.

INDENTED FORM
This is the oldest style and is now outdated. Addresses are indented and every paragraph begins three to five spaces away from the left margin. At the left margin, the indention looks uneven.

FULL BLOCK FORM


Modern style, no indentation from the left margin at all. Every line including the date and complimentary close, begins at the left margin. The address has no punctuation at the end of the line. The salutation and the complimentary close usually do not have a comma at the end.

FULL BLOCK FORM


There is a double line space between the parts and paragraphs Easy typing Looks heavy on the left indentation

MODIFIED BLOCK FORM

This style is a modification of the full block form. The date and the complimentary close are kept on the right in their usual position. The inside address is in the block form.

MODIFIED BLOCK FORM


The salutation and complementary close are followed by a comma. All paragraphs begin at the left margin, and there is a double space between the paragraphs Most popular Appearance is more streamlined

SEMI INDENTED FORM


Also called as Semi-Block Form. It has the inside address in block form The beginning of every paragraph is indented. The date and the complimentary close are on the right side The salutation and complimentary close are followed by a coma as in the traditional style.

NOMA FORM
Most recent among the layout style. It is recommended by the NOMA National Office Management Association of America. It has been accepted in the UK by the Institute of Office Management. It has most features of FULL BLOCK FORM with all lines beginning at the left margin and the inside address being in block form.

NOMA FORM *
Each part of the letter is typed at the left margin. After the heading and date, there is usually no salutation. The body of the letter begins directly after the inside address No complimentary close.

*Courtesy : BC by Shri. Jin Kushal

THANK YOU