Embed Size (px)
Citation preview
Writing & Speaking
for BusinessBy William H. Baker
Chapter Six
Writing Business Correspondence
Emails
Memos
Letters
Chapter Agenda
Planning
Composing
Formatting
Planning
Audience Analysis
Who they are How they feel about you
How they feel about the
subject matter
Planning
StrategyDecide on an
approach
• Direct: Good news or routine
• Indirect: Bad news or persuasive
Strategies
Reason and Logic Emotion• Cause and effect• Statistics• Fair play• Nothing to lose• Ethics
• Pride• Fear• Bandwagon• Association
Composing
Opening: Connect with the reader and give the main idea at or near the beginning.
• Congratulations on your award.• Here is our proposal to provide training for your company.• Are you satisfied with your current marketing plan?• Thank you for your letter explaining your dissatisfaction with our
product.
Composing
Agenda: Provide a preview of the message.
• Quantify• Identify• Organize• Symbolize
• Let me explain (a) what we found in our investigation and (b) how we can solve your problem.
• Let me explain the following:a. What we found in our investigation.b. How we can solve your problem.
Composing
Who
What
When
Where
How
Why
Body: Fulfill the promise made in the agenda and provide what the reader needs.
Composing
• Good news memo: Refer back to the good news and give a second congratulations. “We again congratulate you on this prestigious award. We’re grateful to have you as a member of our team.”
• Routine email: Summarize the main message, invite additional correspondence as needed, or close with a forward looking action statement. “We look forward to seeing you at the seminar on March 12. Feel free to call us with any questions.”
• Sales letter: Call for action. “Call us at 803-442-998X to find out more about the services we offer.”
• Bad-news letter: Close with a note of appreciation for their business, or possibly highlight some positive aspect of their business arrangement with you. “Remember that our next voting date for Credit Union officers is March 14-16. You’ll get a free gift just for casting your ballot.”
Conclusion: End the message appropriately.
Formatting and Designing
Memos1. Begin memos one inch from the top of the
page.
2. Type the subject line in all capitals or in bold for emphasis.
3. Left align the information following to, from, date, and re.
Emails
Emails
Emails
Emails
Letters
Styles • Full-block format• Simplified format
Full Block
Simplified
