Written Communication _i

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WRITTEN COMMUNICATION

MODULE IV

Global Business School, Hubli


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BUSINESS LETTERSAND MEMOS


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1. Letters and memos are brief pieces of

communication.

2. Letters form the most important form of

business correspondence3. Why Letters ? need to keep in touch

with the world normally comprises of

Suppliers, Customers, Governments

Departments, Banks, Insurance Agencies

etc


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DIFFERENT TYPES OF LETTERS

INFORMATION LETTERS

ENQUIRY LETTERS

ACCEPTANCE AND REJECTIONLETTERS

RECOMMENDATION LETER

PERSUASIVE LETTERS


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Other different types of letters also

include :

Thank you/ Follow up Letters

Resignation Letter

Sales Letters

Problem Letters


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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 thinkingAvoid ambiguity

Unnecessary information


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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 .


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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.


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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 impersonaltone.

Be direct and use your words

positively.


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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 youwant the reader to do or what you will do.


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Other Important Essentials of

Business Letters

7 Cs of Business letters : Clear, Courteous, Convincing,

Concise, Conversational, Complete,

Correct.

Simplicity

Language Vocabulary

Appeal

Style


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LETS MOVE TO ANOTHERIMPORTANT PART OF

BUSINESS LETTERWRITING


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COMPONENTS OF BUSINESS

LETTERS

1. HEADING

The heading of a business letter

contains the writers/sendersaddress and date

of the letter.


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LETTERS

2. INSIDE ADDRESS

The Inside address shows

the name and address of therecipient of the business

letter.

(Title of the recipient, Name of the

company etc)


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LETTERS

3. SALUTATION

Dear Sir / Madam usually

followed by a comma - ,


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LETTERS

4. SUBJECT OR REFERNCELINE

It announces the mainbusiness of the letter

Reference : A Reference dateor a reference outwardnumber


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LETTERS

5. BODY OF THE LETTER

The actual message is

contained in the body of theletter, it is the paragraphbetween the subject line and

the complimentary close.


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LETTERS

6. COMPLIMENTARY CLOSE

Sincerely Yours this element iscalled the complimentary close

(thanking you, cordially, faithfully etc)


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LETTERS

7. ENCLOSURES

Attachments, To make sure

the recipient knows the itemsthat accompany with the

letter

Encl


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LETTERS

8. COPIES

If the sender sends the letter

copies to others, indicate thisfact among the end

notification also

Cc - Mr. CEO, XYZ Co


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STYLE OF A LAYOUT

Layout means the design in which thedifferent parts of the letter are placed

on the letter head.

The variation is in the indention andparagraph styles.

Every company chooses their own

layout. Differences occur due to

typing/printing conventions, indenting

and spacing amongst other things.


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INDENTED FORM

This is the oldest style and is nowoutdated.

Addresses are indented and every

paragraph begins three to five spacesaway from the left margin.

At the left margin, the indention looks

uneven.


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FULL BLOCK FORM

Modern style, no indentation from theleft margin at all.

Every line including the date and

complimentary close, begins at the leftmargin.

The address has no punctuation at theend of the line.

The salutation and the complimentaryclose usually do not have a comma atthe end.


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FULL BLOCK FORM

There is a double line space betweenthe parts and paragraphs

Easy typing

Looks heavy on the left indentation


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MODIFIED BLOCK FORM

This style is a modification of the fullblock form.

The date and the complimentary closeare kept on the right in their usual

position.

The inside address is in the block

form.


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MODIFIED BLOCK FORM

The salutation and complementaryclose are followed by a comma.

All paragraphs begin at the left

margin, and there is a double spacebetween the paragraphs

Most popular

Appearance is more streamlined


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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 complimentaryclose are followed by a coma as in the

traditional style.


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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 BLOCKFORM with all lines beginning at theleft margin and the inside addressbeing in block form.


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NOMA FORM *

Each part of the letter is typed at theleft 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


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THANK YOU

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Written Communication _i