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IGSM ,MANEGERIAL COMMUNICATIONS

Sadiq Rahman, Fulbright Scholar

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Write Professionally and Efficiently

Follow Netiquette format .

Respect other peoples time

Efficiency: save time by knowing and

following the rules and regulations

Emphasize on introduction ,body andconclusion: all the three parts

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Introduction with a purpose and a main

point .

Focus on: Subject, Purpose and Main

point.

Two additional main points depending

on message:1. Background Information

2. Stressing the importance of the

subject

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Should be stated at the beginning of

the memo or letter.

Should be the 1st or 2nd sentence

Clear and simple to the reader

Should never assume that they already

know what you are saying.

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Like the subject, should be stated at the

beginning.

For examples:Now that we have reached the second

level of the project ,I would like to refine

each and every responsibility.

The purpose of this letter is to inform youabout the rules and regulations of the film

club of IILM

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Catch the attention of the reader.

Importance of the document must be

conveyed.Some readers skip the extra information

and want to know the main points .So mainpoints must be placed first.

For example:

We request the hiring of three AssistantProfessors for the post of Economics.

Some times bluntness helps: We are onlylooking for professionals who have 15 -22

years of work ex.

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Forms a part of additional information

Making personal connection with thereader.

For example:

Our faculty meet on the 25th Sep regarding

mentoring was highly successful

When we met last week for a discussion onstudents CGPA, the papers were not

corrected. Now they are ready.

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The body is the largest part of theletter/memo.

Provides the most important information

needed to take action and make a decision.

May take more than one paragraph.

Brainstorming always helps when one isstruggling to organize the information one

has to write about.

Provide only need to know information tokeep letters and memos short.

Include facts.examples,data,reasoning thatwill help support your argument.

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Common patterns of letters and memos:

Inquiry

ResponseTransmittal

Claim

Adjustment

Refusal

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Inquiry Letters: these letters are to

obtain information. They answer

questions to important and subtlematters.

Steps to write an inquiry :

1. Clearly identify your subject and

purpose

2. No more than 5 questions or less

3. State your questions clearly

4. Thank reader in advance

5. Provide contact information.

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Response Letters: they have the function ofanswering an inquiry. Details depend on each

question.

Guide to write a response letter:

1. Thank the writer for inquiry

2. Clearly state the subject of the document.

3. Answer any question point by point.

4. Provide more information if it exists.

5. Provide contact information

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Its purpose is to explain the reason the

enclosed materials are being sent.

These letters are sent when we send

materials or letters on mail. They are also

called Cover letters or cover memos.

Functions of Transmittal Letters:

1. Identify the materials enclosed

2. State the reasons the materials are

being sent

3. Summarize the information being sent.

4. Clearly state any action

5. Provide contact details

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Claim letters: The purpose of this letter is to

explain a problem and ask for a solution.

They are essentially a complaint.

How to write a Claim letter?

1. Make the subject clear and concise to

the reader.

2. Explain the problem in details

3. Describe how the problem troubles

4. Give a possible solution to the problem

5. Thank the reader for taking time to read

your letter.

6. Provide contact information.

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Adjustment Letters :The purpose of this letter is

to respond to the issue described by the client,

customer or co worker. It is a reply to a claim

letter.

The following things must be kept in mind

while writing an adjustment letter:

1. Express regret for the problem without

taking the direct blame.

2. State clearly your solution for problem.

3. Tell the reader when they should expect

result4. Appreciate them for their business.

5. Provide contact information.

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The purpose of the letter is to deliver to the

readers things that they do not want to hear. It

is also known as the bad news letter.

Guidelines for writing a refusal letter :

1. State your subject

2. Summarize your understanding of the issue

3. Deliver the bad news, explain your reasons.

4. Offer alternatives ,if applicable .

5. Express a desire to retain the relationship

6. Offer contact information.

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Conclusion to the readers must have the followingpoints :

1. Thank the reader

2. Telling the reader that you appreciate theirattention to the message.

3. Restate the main point.

4. Tell the readers of the action you would likethem to take.For ex: Time is short, we would

need your reports by email ,latest 15th Oct,5pm

5. Look into the future: Conclude your letter ormemo by looking forward in some way.

For ex: When the project is complete ,we willhave taken a revolutionary step towards our

approach in manufacturing.

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