Written_Communication Unit -9

8/3/2019 Written_Communication Unit -9

1/25


2/25

Put it before them briefly so they will read it,

Clearly so they will appreciate it,

Picturesquely so they will remember it,

And, Above all, accurately so they will be guided

by its light.-- Joseph Pultizer


3/25

Written Communication

Everything that is put down on paper bywriting comes under the purview ofWritten Communication.

Advantages

Disadvantages


4/25

Types

Letter

Memo

Notice

Circular

Report


5/25


6/25

Letter Writing

In order to achieve the definite purposeand the intended results, the businessletters written to express facts and

opinions clearly, concisely, completelyand correctly.


7/25

Types of Letters

Personal (to a friend or within the family)

Social ( invitations, death notices, etc.)

Official ( from government or itscorporations, etc.)

Business (within business environment)

Miscellaneous (letters to the editor, etc)


8/25

Purposes

Giving or seeking information Making or answering an enquiry

Placing an order

Demanding or refusing credit

Mollifying the injured feeling of a customer

Selling goods and services

Making, accepting or refusing a request

Making or responding to complaints Creating goodwill etc.,


9/25

Business Letters

To achieve a definite purpose of your organization

To sustain business relationship without personalcontact

To create a friendly relationship with anotherorganization to produce record for subsequentreferences

To create a good impression about the writers firmand also of the writer himself


10/25

Importance / Advantages

Drafting at convenience

Reaches far and wide

A record for purpose of law

A record for reference

Solidifies a business brand

Helps to expand business Saves money in communication

Convenient for giving unpleasant news


11/25

Essentials of a good letter

Correctness Completeness

Clarity

Conciseness Courtesy

Consideration

Concreteness Convincing power


12/25

Types of Business Letters

Letters of enquiry Letters of quotation

Letters of order

Letters of acceptance Letters of cancellation

Letters regarding complaints and claims

Adjustment letters Collection letters


13/25

Components of Business Letter

Letter Head* Reference

Date

Inside Address Special Markings

Attention Line

Salutation Heading Subject Line


14/25

Letterhead

Creates impression of the company

Companys name

Full postal address Contact numbers registered office and

Registered Number

Website


15/25

Reference No. Ref:T/23/19

Date 31st

December,2010Senders Address GMR Builders

Inside Address Mr. G.Reddy, GMRBuilders

Salutation Dear Sir,

Body Text We are pleased..

Closing call to Action Yours Sincerely

Signature Block Sd/-

Enclosures Carbon Copy Encl: cc to: bcc:


16/25

Letter Body

Opening or Introduction

Main Body (Central section)

Future Action (or response)

Special markings

Continuation of pages

Closing Section

Enclosures

Signature

Copies to be circulated

Continuation of Pages

Address on the Envelopes


17/25

Planning a Letter

Select the Suitable Tone

State the purpose

Assemble Relevant Information

Arrange the material Opening the Letter

Avoid Obvious Opening Statements

Avoid participial Opening

Avoid Trite Expression

Avoid Personal Pronoun


18/25

Layout

Neatly typed on the best stationery withproper punctuation and carefully laid outletter creates a good impression.


19/25

Forms of Layout

Block Form

Semi Block Form

Indented Form NOMA Form


20/25

The central Part

Referring to the readers problem Telling the reader what he wants to know

Creating the Hypothetical Situation

Using a subject Line Open with a Thank You

Begin with a courteous Request or

Command Open with a pertinent name


21/25

Closing the Letter

Use a provocative tone Use suggestion

Use Command

Offer an incentive Repeat the main point

Use the Readers Name

Avoid Participial closings and indefiniteclosings


22/25

Complimentary Close

Dear SirDear Sirs

Dear Madam

Dear Sir/Madam

Yours faithfullyOr

Yours truly

Dear Ms. Kranthi

Dear Mr. Kiran

Dear Kalyan

Yours sincerely

Dear Customer

Dear Reader

Dear Subscriber

Dear Shareholder

Dear Member

Yours sincerely


23/25

Name on the letter headRef: no. : Reg/01/002

21st October,2011

Mr. Ramesh Debraj

General Manager Finance

The School Book Depot

Navi Mumbai 400 707

Sub: Request for the rates

Dear Mr.Debraj,

We shall be really pleased to establish business contacts with you for the purchase of some

Publications of Maharashtra. Kindly send the price list available with you and the terms and conditions

of the business at the earliest, so that we can immediately place the order.

We look forward for your immediate positive action.

Thanking you,

Yours sincerely,

Subhash Chandra

G M Marketing


24/25

Donts Avoid Trite Expressions

Avoid Long Phrases Avoid Adjectives Avoid redundancy Avoid Gobbledygook (refers to the kind of grandiose

writing) Avoid verbosity Avoid curtness Avoid demanding tone Avoid bragging tone

Avoid angry tone


25/25

To give a letter the right look, we should payattention to its structure, layout and to its

form and punctuation. It reflects the image ofyour organization. Since letters serve apermanent records and are a valuable

repository of information, we have to usesuitable and impressive layout. We shoulduse suitable and widely accepted structure atwork place.

Date post:	06-Apr-2018
Category:	Documents
Upload:	vishnu-sharma
View:	215 times
Download:	0 times

Written_Communication Unit -9

Documents