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Writing Effective Business Correspondence

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Writing Effective Business Correspondence

  1. 1. ‫ب‬‫الرحیم‬ ‫الرحمن‬ ‫اهلل‬ ‫سم‬ Besm-e Allah-e Al Rahman-e Al Rahim In the name of Allah, the most compassionate, the most merciful 1
  2. 2. LAWS OF INTERNATIONAL BUSINESS CORRESPONDENCE WORKSHOP/SEMINAR It’s the little things that count By Saied Eshaghi 2
  3. 3. 3 Writing Effective Business Correspondence By Saied Eshaghi
  4. 4. Business correspondence is an instrument of decision making in the professional world. Business correspondence is a link between people. It helps to reinforce professional exchange of ideas, opinion, and information.
  5. 5. 5 “The transfer of thought from one person to another, (Ruch, 1984, p.3) is the backbone of thriving businesses today. Whether internal or external, written or verbal, good, direct and concise communication can ensure that the business runs smoothly, earns a professional reputation among associates and builds a loyal client base.” 5
  6. 6. 6 Well-written piece of business correspondence, even though it might be a one-line email of acknowledgement, proves that the enterprise the writer is associated with is a credible venture where professional and dedicated, clear-thinking, helpful individuals work. It lends the organization, as well as the individual, an air of competent professionalism – an image both the organization and the individual stand to benefit from. 6
  7. 7. 7 Poorly-written piece of correspondence, replete with typing errors, grammatical mistakes and stylistic slips, projects an equally opposite impression. It proves that the writer is either incompetent or not sufficiently educated to conduct a decent correspondence with business associates or clients. If a poorly-written letter is mailed to current or prospective client, it simply proves the carelessness of the writer, which in turn reflects badly on the company itself. 7
  8. 8. 8 Characteristics of your writing Impression created (a) desirable (a) favorable clearly expressed clear thinking spelling correct well educated punctuation and grammar good competent well presented well organized helpful considerate Barrass (2002, p.29) created a list of characteristics, favorable and unfavorable, displaying which might lead the addressee to make certain assumptions about the writer: 8
  9. 9. 9 Characteristics of your writing Impression created (b) undesirable (b) unfavorable badly expressed inconsiderate spelling poor lazy punctuation and grammar poor careless badly presented incompetent unhelpful unfriendly 9
  10. 10. Office communication includes face-to-face, telephonic, letters, emails, and faxes from- 1. One agency to another 2. One department/division to another 3. Employees to the supervisor and vice versa 10
  11. 11. Type of medium used would depend on the situation, importance, and urgency. Written communication, however, has certain distinct advantages. 11
  12. 12. Fitting the message to the specific reader or organization Communicating the purpose of the correspondence clearly Exhibiting professionalism in business communications Representing your agency in the most positive way Adaptation to your environment and recipient 12
  13. 13. CONCISE COMPLETE CONCRETE CORRECT COHERENT CLEAR COURTEOUS SEVEN C’s of Effective Communication 13
  14. 14. Business Letters Memoranda E-mails 14
  15. 15. What is a Business Letter? • Why write one? • To whom is one written? • What should be in one? • What is proper format? 15
  16. 16. THE IMPORTANCE OF LETTERS • Letters represent your company’s public image and your competence. • Letters are more personal than a report, yet more formal than memos or e-mail. • Letters are more permanent than e-mail. • Letters constitute an official legal record of an agreement . • Letters provide a wide range of corporate information . • Letters sell. • Letters are efficient for targeted mass mailings. 16
  17. 17. 17 What are the types of business letters? • Personal Business – Not on Letterhead – Contains your typed return address • Formal Business – Typed on Letterhead – Letterhead • Already contains your agency’s return address • You don’t retype it
  18. 18. PURPOSE • What do I want the reader to know? • What kind of business letter am I writing? – Letter of inquiry – Letter of application – Letter of complaint – Letter of regret – Thank you letter 18
  19. 19. Why write Business Letters? · To persuade · To inform · To request · To express thanks · To remind · To recommend · To apologize · To congratulate · To reject a proposal or offer · To introduce a person or policy · To invite or welcome · To follow up · To formalize decisions 19
  20. 20. What are the required parts of a business letter? • Heading • Inside Address • Salutation • Body • Complimentary Closing • Signature • Optional: – Enclosure – Typists Initials 20
  21. 21. 21 What’s in The Heading (your information) • Always includes the date – As the last entry • Personal Business Letter (no letterhead) – Your return address – May include phone number, fax number, e-mail address – Date • Formal Business Letter (on letterhead) – Date only
  22. 22. 22 What is the Inside Address (addressee’s information) • Person’s Name, Title • Company/Agency Name/Department • Company/Agency Address (single spaced)
  23. 23. RULES OF THUMB…  AVOID ABBREVIATIONS EXCEPT FOR STATES AND TITLES. (Mr., Mrs., Ms., etc. – Phl, NJ)  PLACE A SINGLE WORD TITLE AFTER THE NAME SEPARATED BY A COMMA. Mr. Ronald F. Naguit, Director  PLACE A LONGER TITLE ON A SEPARATE LINE. Ms. Camilla D. Sanchez Executive Director of Safety 23
  24. 24. 24 What is the Salutation? (a greeting) • Dear Mr. Peralta: • Dear Dr. Guzman: • Dear Ms. Nacion: • Dear Sir: • Dear Madam: • Gentlemen:
  25. 25. 25 What is the Body? (The actual letter) • Brief and to the point! – Strictly Business • Guideline – 3 paragraphs – Brief Introduction – Content - What I want/ message – Conclusion and thank you
  26. 26. 26 Complimentary Close • Sincerely, • Yours truly, • Respectfully yours,
  27. 27. 27 Signature • Your full name – Mr. Alfred Guiang • Your title and division(if appropriate) – Information Officer – PIA-NCR
  28. 28. 28 Optional Parts • Enclosure – If something else is in the letter or package • P.S: additional information • Cc: copies sent to other concerned persons
  29. 29. 29 What are acceptable formats of a business letter? • Unblocked • Blocked – All parts are Left Justified to the margin • Modified Block – All parts Left Justified – Heading, Close, Signature at tab position 3 – Indentation – choose either • No paragraph indentation • All paragraphs first line indent .5
  30. 30. Margins 30
  31. 31. Heading Date Skip four lines. 31
  32. 32. Inside address Double-spaced 32
  33. 33. 4. Salutation/Greeting Double space. 33
  34. 34. Body: State your purpose for writing this letter. 34
  35. 35. You may or may not have more than one paragraph. If you do, between each paragraph, be sure to double space. 35
  36. 36. Closing: Sincerely yours Four spaces after the closing Then your name. In between the closing and your name, that is where you would sign your name. 36
  37. 37. Business Letter in Block Style 37
  38. 38. Our main objective is to help you with reader - friendly material needed to gain necessary knowledge on different types of Business Correspondence Communication Skills , applicable by the individual to understand and relate to different types of letters which are ‘written, sent and received’ in every business, company or organization. 38
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