Download - 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.