business correspondance letter

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    EFFECTIVE BUSINESS CORRESPONDENCE- BASIC

    PRINCIPLES

    1. Place the reader first

    2. Keep to the point

    3. Set the tone of the text right

    4. Write effective openings

    5. Write effective conclusions

    Readers want relevant

    information, presented in a clear

    and easy-to-understand style.

    Try not wasting a readers time.

    You can opt to draw an outline to

    plan your letter!!

    Tone should be friendly, yet

    efficient. Maintain a

    conversational style !

    Put the most important

    information first!

    Eg. With reference to our

    telephonic conversation last

    evening

    End the letter on a polite and

    business-like tone.

    Eg: Looking forward to

    hearing from you.

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    BUSINESS LETTER WRITING

    Understand why one is writing a letter, understand readers needsand then clearly write

    Letters should be clear, HUMAN, helpful, and friendly.

    Seven Cs of business letter writing:

    Clear

    CourteousConvincing

    Concise

    Conversational

    Complete

    Correct

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    BUSINESS LETTER WRITING: COMPONENTS

    1. Heading2. Inside address

    3. Salutation

    4. Subject/ reference line

    5. Body of the letter6. Complimentary closing

    7. Enclosures

    8. Copies

    Senders address and date

    NO NAME

    Name and complete

    address of receiver

    Dear Sir/ Dear Madam..

    Announces main purpose

    of the letter

    Actual content of letter, inparagraphs with closing

    Thanking you

    Yours sincerely/ truly

    To inform the other

    contents with that letter

    If you send copies of a

    letter to others, indicate it

    (Cc: Mr. ABC)

    See a couple of sample letters for

    reference

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    BUSINESS LETTER WRITING: STRATEGIES

    a. STATE THE MAIN PURPOSE OR SUBJECT MATTER RIGHT AWAYeg: Dear Mr Anupam

    I am writing in response to your 1 September 2011 letter in which you

    described the problems you have had with one of our chainsaws. I regret that

    you have suffered this inconvenience and.

    b. KEEP THE PARAGRAPHS SHORT

    Keep the sentences simple, precise and brief.

    c. PROVIDE TOPIC INDICATORS IN THE BEGINNING PARAGRAPHS

    Indicate the intent of letter by mentioning direct words in the beginning itself.

    Eg: problems/ problem with my personal computer/ leave, etc

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    d. PLACE IMPORTANT INFORMATION STRATEGICALLY

    First and last lines of paragraphs are remembered most; place important

    information here

    EG: Job application letters- mention appealing qualities in the beginning

    Less positive and possibly detrimental information can be hidden away in the

    middle

    EG: Job requirement is of 3 years experience and you have only one- bury this fact

    in the middle of text

    e. DEVELOP THE YOU ATTITUDE

    Primary focus is on the recipient than the writer

    Eg: Letter for a business deal- write it in a way that highlight the recipients

    benefits and in a way that relates your concerns to those of the recipient.

    f. GIVE AN ACTION-ENDING WHENEVER APPROPRIATE

    Indicate what the writer wants the recipient to do and when

    Eg: Hope to hear from you soon

    Let me know if I can be of any further assistance

    Awaiting your earliest response

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    BUSINESS LETTER WRITING: KINDS

    1. Routine Letters

    Planned in 3 steps- opening, middle and closing

    OPENING: Refer to previous correspondence (In response to your letter

    dated) ( As per our telephonic conversation this morning)

    MIDDLE: Complete information that needs to be given to reader

    Give all details

    If its a response letter, try to answer all questions/ requests made

    A bulletin or brochure saves effort

    CLOSING: With note of goodwill

    (Looking forward to hearing from you at the earliest)

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    2. COVERING LETTERS FOR JOB APPLICATIONS

    First step of selection process

    Consideration of candidature is suggested

    Meticulously written for it creates first impression

    Accompanied with detailed rsum.

    3. RECOMMENDATION LETTER Written reference that gives information about your character,

    academic and work history.

    Helps you get a job or admission into a college.

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    4. THANK YOU/ FOLLOW UP LETTER

    Critical to job search success

    Can be written for interview

    When a contact is helpful to you in a telephonic conversation

    When someone helps you at a career fair

    When an order has been placed with your firm

    Maintain good relations

    5. ACCEPTANCE LETTER

    Important to notify acceptance of any proposal

    Specify the details to which you are writing an

    acceptance letter

    Keep the wording good

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    6. REJECTION LETTER

    For rejecting any proposal offered

    Wording has to be done with extreme care

    Appreciation followed by tactfully worded rejection does abetter job

    7. INQUIRY LETTERS

    Demand for information, advice, names, recommendations Should be worded carefully, not encroaching on the professional

    space of the recipient

    Do not ask too much precise information or information that

    could be easily obtained by a quick trip to the library

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    8. PERSUASIVE LETTERS

    Attempt to convince someone

    Have two consequences: accepted or rejected

    Eg: Request for a letter of recommendation

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    EXERCISE

    REPHRASE THESE SENTENCES TO POSITIVE:

    1. Our office is closed on Monday.

    2. I have no experience other than writing accounts in my fathers

    store.

    3. We are sorry to inform you that the goods cannot be delivered

    until Tuesday.

    4. We cannot ship the electric clocks till you inform us what colorsyou want.

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    REPHRASE THESE SENTENCES TO PASSIVE VOICE:

    1. You damaged the camera by dropping it.

    2. An experienced clerk in our dispatch department committed the

    error.

    3. Everyone believes that Infosys has a high credit reputation.

    4. You have returned the form without signing it.

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    WRITE A LETTER:

    1. Write a letter asking the editor of a reputed international journalfor the format of the paper as well as the process of getting your

    paper published in their journal.

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    ASSIGNMENT:

    You are a chief engineer (constructions) at Kripa Mills. Your

    company has recently constructed a new administrative building

    on a five-acre plot. You have landscaped the unused four acreswith walkways, fountains, and ponds for employees to enjoy

    during their lunch hours and before and after work.

    The mayor of the city is running for re-election. He/she haswritten to you seeking permission to hold a public rally-cum-fund

    raiser on your grounds.

    His/ her election committee will take care of all catering,

    security and clean up. You DO NOT want to give the place for apolitical activity for various reasons. Reply to the mayor and

    decline his/her request.