Beruflich Dokumente
Kultur Dokumente
&
Report Writing
Introduction to business
letters
A business letter is usually a letter from one company to
another, or between such organizations and their customers,
clients and other external parties.
The overall style of letter depends on the relationship
between the parties concerned.
Business letters can have many types of contents, for example
To request direct information or action from another party,
To order supplies from a supplier,
To point out a mistake by the letter's recipient,
Use
As per
In accordance with
Principles of Effective
Writing
Brevity - A writer should follow brevity in writing only what needs to be said and
leaving out unnecessary words or details.
Clarity - A writer should convey a message clearly with the use of simple words
and phrases.
Principles of Effective
Writing
Heading:
Date:
This is very important as it might act as a proof that you
wrote on a particular date.
Type the date two spaces below the last line of the heading at
the left hand margin of the letter
In Britain it means 10th of September (first date and then
month is written)
whereas in USA, people understand it as 9 th of October (first
month and then date is written).
Salutation:
The Reference:
Inside Address:
Subject:
This indicates to the reader of the letter what the letter is
about. It saves the time of the reader.
The subject of the letter is written two line spaces after
the salutation.
Thank you for your help Please contact us again if we can help in any way.
there are any problems.
you have any questions.
close.
You should place your signature below the complimentary close. 4 line
spaces are left after the complimentary close to write your name in full
Do not write any title (Mr. Ms. Mrs.) before the name.
However, a woman may put a title after the name in brackets. Eg.: (Mrs.)
Kiran. Beneath the name you may specify your position CEO, Manager etc.
Your address
Date
Recipient
Recipients add
Salutation
Dear Sir
Title
Introduction
Explanation of problem
Give suggestions
Ask for action.
Seek common understanding.
Valediction
Signature
Full Name
Status
Yours faithfully
Salutation
Valediction
Dear Sir
Yours faithfully
Dear [name]
Yours
sincerely
The beginning should state the reason for writing the letter
and the main idea.
the
The cover letter format should be almost identical to the regular business
letter format
Generally the cover letter will consist of three paragraphs.
Letter of complaint
When writing a complaint letter you want to keep it
short and to the point to help ensure that your letter
will be read in its entirety,
if you write a seven page complaint letter, it's highly
unlikely that someone will sit down and read all seven
pages.
The complaint letter should be addressed to the
customer service/consumer affairs department or the
head office if there is no customer service department.
The address and contact information of the customer
service department should be available on the
company's products or website.
Letter of Complaint
In the first paragraph you should identify what the issue is
and any relevant information that you believe is important.
Be sure to include the following information if it's
applicable to the situation:
The date/time of the issue,
location, name of person on duty,
Name of product, What the problem was,
your account number,
model number, price, warranty information and
reference number. Be sure to stick with the facts and
avoid putting emotions into your letter.
Letter of complaint
The next paragraph should state what you would like to be done
to resolve the situation.
If you received poor service, you could request an apology or a
coupon.
If a product malfunctioned, you could request that you could
exchange the product for a new one or request a refund.
The last paragraph should thank the reader for the time.
You can also throw in some compliments about something you
liked about their company's product or service.
reference
to
your
Writing Memos
A memo is a form used by a person known to the
receiver personally. It is also referred to as a
memorandum. It is less formal and has no salutations,
Greetings. or even a signature at the end.
Report Writing
WHAT IS A REPORT?
After the letter , the report is the most used form in
business writing.
A report can be defined as a communication in which
the writer gives information to some individual or
organization because it is his or her responsibility to do
so.
The common element in all reports, as a distinct form
of writing, is the element of responsibility.
The writer is obliged to communicate what he/she
knows to one who needs it,
As a part of his/her assigned, clearly defined and timebound task.
PURPOSE OF A REPORT
To give information about a company's activities,
progress, plans and problems.
To record events for future reference in
decision making.
To recommend specific action.
To justify and persuade readers about the need
for action in controversial situations.
To present facts to the management to help
decide the direction the business should choose.
KINDS OF REPORTS
Broadly speaking, reports are of two kinds Formal reports that contain all essential elements of a report.
Semi-formal/informal reports.
Reports are known by the names they get from their purpose
and their form. Reports are usually identified as:
WRITING REPORTS
A report presents facts, conclusions, and recommendations in simple and clear
words, in a logical and well-defined structure.
The elements (parts) of a full report, in the order of their sequence (in a long
formal report) are
Cover
Title Page
Acknowledgements
Table of Contents
Executive Summary
Introduction
Discussion/Description
Conclusions
Recommendations
Appendix
List of References
Bibliography
Glossary
Index
Alternative Arrangement
Business heads are usually short of time.
Therefore, more interested in knowing the conclusions and
recommendations of the findings.
Alternative Arrangement
Summary
Non-technical
Introduction
Conclusions
Partly technical
Recommendations
Discussion
Appendix
Fully technical
Letters
Are written usually to cover short problems.
Are organized in the indirect order
End on a good-will note.
EXAMPLE
Example of a title:
A feasibility report on the incorporation of
outdoor health education activities in the ESCORTS
Management Development Programme.
Acknowledgements:
You should thank everyone associated with the assignment and
preparation of your report.
Be generous in expressing your gratitude.
Example:
I thank my organization FPL Feedback Packaging Limited for
giving me an opportunity to conduct the research project. A
special word of thanks to Mr. Suresh Kumar (Director & Chief
Executive), Mr. Nitin Khanna (DGM) and Executives of PPL
Feedback Packaging Limited for giving me the necessary
guidance and help in research work.
I also thank all the respondents of survey, who gave me
valuable information to carry out the study.
Finally, I wish to thank my colleagues of the marketing
department, who contributed valuable inputs to the research
work.
Table of Contents:
Long reports must have a Table of Contents placed after
Acknowledgements and before the Summary.
It identifies the topics and their page numbers in the report
(or any long document) for the reader
The Table of Contents indicates the hierarchy of topics and
their sequence also.
Example
Types of Abstract:
Descriptive Abstract: Normally a research paper should have an
informative abstract which gives information about the purpose of
the study,
Informative Abstract: An indicative abstract
(descriptive
abstract) indicates the contents of the paper and the scope of the
work done without giving information about the result and
conclusion.
Introduction: States the details of the Authorizing person or body requesting the report
Author or group of authors responsible for investigation (and submission of
the report)
Purpose or reason for the report
Methods of enquiry (the research method used)
Arrangement or grouping of data
General background to report's subject
Recommendations
Letterhead/Logo
Contact Information
For Immediate Release
Headline and sub-headline
Headline: County Health Department Launches Childhood
Obesity Program
Subhead: Community grant keeps kids on playgrounds,
off couches
Date
Body
Press Conference
A news conference or press conference
is a media event in which newsmakers
invite journalists to hear them speak
and, most often, ask questions. A joint
press conference instead is held
between two or more talking sides.
Group Communication
MEETINGS
Purpose of meeting:
Meetings for informational purposes
Preparation
1) Before you call a meeting ask your self the following
questions
What is my objective?
Is the timing right?
How much will the meeting cost
Time
Duration
Agenda
Participants
Venue
setup
Agenda:
A written agenda, the list of the individual items that need
to be discussed in the meeting, should be distributed in
advance.
Guidelines of Agenda
1) Limit the no of agenda items:
Focus on a few critical items 3 to 6 is a good rule of thumb
Participants
One of the primary causes of unproductive meeting is
not having the right people in attendance.
Identify the right people to attend a meeting:
Those who have enough knowledge of the subject to make a
meaningful contribution to the meeting
Those with the power to make decision or approve projects
Those responsible for implementing decision made in the
meeting
Those who will be affected by the decision made, or their
representative
Those who need information that will be presented in the
meeting, in order to perform their jobs more effectively.
Problem solving
Max No. of
participants
3-5
Decision making
6-10
Problem identification
6-10
Informational
20-30
Review or presentation
20-30
Motivational
No limit
Meeting type
Procedure
The quality of a meeting is largely determined by how well
the players act out their role.
By paying the three primary roles of
leader,
facilitator, and
participants,
The chairperson can direct the meeting towards achieving its
specified goal.
Proposal Writing
Types of Proposals
Sales Proposals
Research Proposals
Solicited Proposals
Unsolicited Proposals
To
From
Introduction: Aim, Scope & some time Summary
Body
Problem
Background of proposing company
Purpose & Scope
Procedure
Cost Estimate
Conclusion