Session-Basics of Written Comm

7/30/2019 Session-Basics of Written Comm

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Welcome to

Managerial Communications

Presenter: Prof. Rajsee Joshi

N.R. Institute of Business Management

GLS Institute of Computer Technology - MBA


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Topics Covered

Basics of Written Communication

Body Language of Business Letters

Letter Components and Layouts


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All Readers do not have:

The same vocabulary or the same

knowledge of the subject

The same mentality, or the same ability to

understand

Form the message to fit persons mindThis helps us to communicate better it is

also basis of business etiquette


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Adapting to Multiple Readers

If you write for one

person in a group, you

may miss the others

To communicate with all

of them, write for thelowest member of the

group


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Selecting Words:

Use Familiar words

Examples: Inscription : Writing, Terminate : End Difficult words are not all bad

Use them when they fit your needs

And when they are understood by the reader!

Use Technical Words and Acronyms cautiously

Legal language has worked its way into business

writing e.g. thereto, herewith, etc.


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Select words with the right strength

E.g. Tycoon is stronger than the termsuccessful businessmen; Mother is

stronger than female parent

Sometimes, weaker words serve your

purpose best Bill is stronger than statement

Die is stronger than Passed Away

Selecting Words:


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Use Concrete Language

Use concrete words: Specific Words

53% loss instead of a major loss95% attendance instead of good attendance


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Select words for Precise Meaning

Study language and learn shades of

difference in the meanings of similarwords

Eg. Good, fine, excellent, first rate,

superior, outstanding, brilliant Similarly,

Fired, dismissed, terminated, discharged

refer to the same meaning, but have

different shades of meaning


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Some more rules to follow:

Non-discriminatory Writing

However, not all male sounding words arediscriminatory

e.g. manufacture, management, manipulate

Avoid expressions that identify gender in awork role

e.g. Lady Doctor, Actress, Poetess


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Avoid words that Stereotype by Age

Words that label people as old or young canarouse negative reactions

Be sensitive with terms like mature, elderly,

youngster, juvenile

Avoid words that Typecast Those with Disabilities

Avoid slang terms like fits, attacks, retarded

Use epilepsy, Physically or Mentally Challenged

Some more rules to follow:


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Layout of a Business Letter:Stationery

Finest Quality that you can afford

Nature of business probably determines the colourof the paper suited

Most popular size is A4

Letterhead should be elegant

Laser or inkjet printing looks better than dot matrix

printing

Address of the recipient

Senders Address


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Envelopes very important

Postage stamps should be affixed at the rightplace and in a neat fashion

Dont fold your letter three or four times to squeeze

it into a small envelope

Dont staple your envelopes

Sticking the envelopes flap

StationeryCont

ra


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Layout of a Business Letter:

Margins: Generally leave an inch and half to two

inches on the left margin and the top (if there is noletterhead), one to one and half inches on the right

and bottom

Punctuation

Closed Punctuation: A period follows the dateline,the end line of the inside address, while all

preceding lines in the inside address, salutation,

complimentary close, are set-off by commas


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Date: 5th

October 2009.Inside Address: Prof. Rajsee Joshi,

Faculty,

GLS-MBA,

GLS Campus, LawGarden,

Ahmedabad 380009.

Salutation: Dear Prof. Joshi,

Complimentary Close: Yours Sincerely,

Layout of a Business Letter:Closed Punctuation


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Open Punctuation: No punctuation except in the

body in which usual punctuation marks are used Mixed Punctuation: Comma is used after the street

name, salutation, and a complimentary close and a

period follows the last line of the inside address

Layout of a Business Letter:


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Components

LETTERHEAD

a) Companys Name: Generally Written in one line.

Generally used abbreviations after the companys

name.

If a company is formed with limited liability, in UK

Ltd.

In the U.S. its Inc (incorporated), Australia its Pty

Ltd

In India Pvt. Ltd

Shree Vinayak Synthetics Pvt. Ltd.


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LETTERHEAD

b) Full Postal Addressc) Contact Numbers, Email & Website

d) Registered Office and Registered Number: When

the registered office is different from that shown at

the address section of the letterheade) Date: Two spaces below the last line of the

letterhead

No suffix such as nd, rd, th is added to the day

Use either of the following:

Components


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INSIDE ADRRESS: 2 spaces below the date and 2

spaces above the attention line or salutationa) Special Markings: CONFIDENTIAL / URGENT

b) Salutation: 2 spaces below the last line of inside

address

If your recipients name has been used in the insideaddress, it is a common practice to use it in

salutation

Dear Mr. Kalyan

Dear Ms. Joshi

ComponentsCont


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c) Heading: gives a brief indication of the content,

placed a space after the salutation.

d) Subject Line: Help the reader know about and helps

in the process of filling according to the subjectmatter. There are some who place subject line

between inside address

and salutation.

ComponentsCont

Dear Mr. Kalyan

Order # 9

Dear Sir

SUBJECT: SUPPLY OF RAW MATERIAL

BODY


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e) Letter Body: Should flow logically from beginning

to end- Opening or Introduction: acknowledge any previous

correspondence or provide an introduction to the

matter

e.g. Thank you for your letter dated.e.g. We wish to hold our conference at your hotel

on.

- Main Body: Contains all the information which has

been requested or which the recipient needs to

ComponentsCont


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- Future Action (or Response): After all the details

have been provided, it is logical to state theresponse required or what action may beexpected, wishes or intentions or you may statewhat action you will take

e.g. Please let us know the cost involved, and send

us a specimen.- Closing Section

e.g. I look forward to hearing from you soon

e.g. A prompt reply would be appreciated

ComponentsCont


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f) Complimentary Close: Polite way of closing a letter.

Typed two spaces below the last line of the body.

1st letter of the first word is capitalized. E.g. Yours

truly

ComponentsCont

Dear SirDear MadamDear Sir/Madam

Yours faithfullyOrYours truly

Dear Ms. KranthiDear KalyanDear CustomerDear Shareholder

Yours sincerely


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ComponentsCont

g) Name of Signatory/Designation

When signing on behalf it is a general practice to write

for

Yours faithfully

V Kalyan

Chairperson


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h) Enclosures: Type Enc or Encs at the bottom of

the letter

i) Copies to be Circulated: CC foot of the letter

after designation or after enclosures

j) Continuation of Pages: Page no., date and

addressees name

k) Address on the Envelopes: Same as the inside

address including any attention or confidential

indication

ComponentsCont

Mr. V Kalyan -2- 5 October 2009


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Forms of Layout of Letter

Block Form

Semi-Block Form

Full-Block Form

Indented Form

Examples of each form given separately


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Thank You

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