Business Letter Writing-The essence of Organizational Communication

Course:

MBA-2

Unit:3

Prepared by:

Mr. Abhishek Apte

(Department of ECLS)

T

Primitive Communication

KING

ARMY

Covering Letters

Business Letters

• Request Letter

• Thank You Letter

• Resignation Letter

• Congratulations Letter

• Condolence Letter

• Grievance Letter

• Enquiry Letter

• Reply to inquiry

Personalize your letter for that company.

Read the job advertisement carefully

Know the job ad and respond specifically to what is in it.

Note the mode of communication with the organization. E.g. CV to be mailed/CV to be sent to address

Focus on how your skill sets match what the company is looking for.

Try to prepare a Targeted CV for the particular job

Request LetterTIPS for writing a request letter

-Authority to whom letter is to be written

-Opening Greeting/Salutation

-Clarity of purpose and reason for the Request

-Precision

-Soft and Requesting Tone

-Clarify what this request with accomplish

-Follow up with any information you deem relevant. e.g. Who will take care of work in ur case

Thank You Letters

• Formal Thank You Letters Informal Thank You Letters

1. For a Gift you received2. For Appreciation that you received3. For any subject that added to your

knowledge4. For promotion received5. For friendly cooperation from

colleagues/Boss6. For Guidance7. For Feedback received from peers

1. For help received/assistance received

2. Gift/Article Received3. Feedback for an

Idea/Subject Matter4. For Information received

Dear ____

Thank you so much for _____. I had a great time working with

you and appreciated all the guidance you had to offer.

Im looking forward to working with/seeing you again. Again thank

you for the help/guidance/opportunity, it was greatly appreciated!

Best regards,

Your name

Sample THANK YOU LETTER

You will need to edit this letter to your situation. Change the language depending on what you are thanking the person for.The main things to keep in mind are to first thank for the task, highlight some things you appreciated and close by thanking them again.

• Email thanking an employee for a good idea or contribution

• Dear Johnston,

“I wanted to take a moment to say how much I appreciated the great insight you offered at this morning’s brainstorming session. Your idea got us all energized about the road ahead, and is just the kind of innovative thinking we needed to push our project to the next level.”

Keep up the good work

RESIGNATION LETTER/”I QUIT” LETTER

• Guidelines for Resignation Letters

• Start your letter with clear declaration on positive

note and show some modesty by saying

E.g. “I regret to inform you that I have to leave my position of Assistant Accountant with Star Exporters Company, effective from 15 August”. Try to give a notice letter

• Write a valid reason for which you are resigning such as you got a bright opportunity in a new company. Do not be so arrogant while writing your resignation letter

• Draw attention to your major accomplishments and contributions to the current company to get greatest tangible results.

• Show professional refinement while writing your letter by saying that

• e.g.“It was a delight to work with you on dissimilar projects throughout your tenure”.

• Express your gratitude to your supervisors and colleagues to show your honesty and dedication toward current company. Do not say anything harsh because it can spoil your whole impression and can pay you in near future. Stick to the rule, “If you cannot say something nice, does not say anything at all”.

• Say some grateful words for the knowledge you have gained during your work in the corporation. You can write as, “I have gained valuable lessons and ways to grow myself personally and professionally”.

• After completing your resignation letter, take help of your trusted friends to read this for once before its submission. Carefully choose words for your resignation letter and write your positive experiences within the current organization. Do not make any complaints in the resignation letter because it is not a correct platform to do this.

• A NOTICE PERIOD LETTER

• A Notice Period Letter is a post dated resignation letter submitted in advance before a stipulated time gap before the actual date of resignation from the organization

• This letter should be sent only after prior discussion with branch

• Purpose of this letter is to allow employer to find a replacement or get strategic tasks accomplished from an employee before his exit

Notice Period Trends

• Lower Level Employee/Blue Collar-7 to 10 days

• Middle Level/White Collar/Employees-30 to 45 days

• Upper Management-At least 60 to 90 days in advance or Immediate Payment of Advanced Salary against number of days if immediate relievance required

• In case of disciplinary issues,,,immediateTERMINATION without salary is possible

• [Your Name]• [Street Address]• [City, ST ZIP Code]• [Date]• [Title]• [Company Name]• [Street Address]• [City, ST ZIP Code]• Dear:• Please accept this as official notice of my resignation.. I would like to inform you

that I have received an opportunity to work on a new project with a new employer. I would be required to join at my new work place from (Mention Date) My last day at Adventure Works will be [date]. It has been a priviledge to to be working with your organizationI would be happy to meet with you at your convenience to discuss the tasks that would require completion prior to my exit.

• Yours Sincerely,• [Your Name]• [Title]

SAMPLE RESIGNATION LETTER

Congratulation Letter

• Purpose of this letter to congratulate for some recent accomplishment in personal or professional life

• Professional accomplishments can be; successful completion of a project, brought a new client, promotion to a new post, doing a task within timelines

• Personal accomplishments can be birthday/marriage anniversary of staff member or his family, birth of a new child, a social function etc…

Condolence Letter

• Exactly Opposite to the Thank you Letter/Congratulations Letter

• Written to express a mourn/ sorrow for a personal or professional loss

• E.g. Letter to family of a dead employee, Letter to an employee for loss of some family member, Letter expressing a consolation for an unfortunate state like an accident or job loss.

Enquiry Letterr

• Business Letter for inquiring regarding product/commodity with specifications

Bibliography and Reference1. www.clashofclansandroid.info

2. www.timerime.com

3.http://en.wikipedia.org/wiki/United_States_Army

4. www.kent.ac.uk