Lecture-writing1.ppt

Communication Skills-I Writing Skills

Learning Outcomes What properly addressed business envelopes contain in it?  Why business letters are written?  What are standard and optional parts of the business letter?  What are the different types of business letters? 

Envelopes Return addresses of the senders should be in the upper left corner of the envelop.  The addressee’s address should be placed on the envelop.  Addresses should always be typed in block letters. 

Envelopes 

Information in the address should be listed in following order: 

Name and Title of the receiver  Name of department  Name of organization  Street Address  City  Country

Business letters Business letters are written for many reasons:  To Initiate action  To Inform  To Request  To Persuade.

Steps to a successful business letter 

To write a successful business letter follow these steps:  Determine

the purpose of your letter.  Write a plan.  Draft and redraft the letter.  Edit and proofread.

Standard parts of the letter 

Most business letters have the following parts: 1.

2. 3. 4.

5. 6. 7.

Heading, Letterhead and date Inside Address Salutation Body Complimentary Close Signature Area Reference Section

Optional parts of the letter Attention Line  Subject Line  Enclosure Notation  Copy Notation  File or Account Number 

Types of business letter Letter of inquiry  Response to letter of inquiry  Purchase orders  Sales letter 

Letters of inquiry Provide a clear, specific question.  Give a reason for the inquiry.  Are polite, but not servile. 

Response to letter of inquiry      

Use standard letter layout. Always use a subject heading. Begin by referring to the original inquiry (be specific). Start with ‘Thank you for your inquiry …’ Detail action you have taken in response to the inquiry. If no action has (yet) been taken, still respond immediately to the inquiry.

Purchase orders Follow standard letter layout.  Provide specific and complete information.  Provide information about an acceptable alternative.  Give full instructions for delivery.  Provide payment details.  Start with ‘Please …’ 

Sales letters Sales letters are different to other business letters.  They have two purposes: information and advertising.  Letters have to be persuasive but not aggressive.  A follow-up letter may be needed after a certain period of time. 