effective business communication and written communication
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Jun 26, 2024
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About This Presentation
Effective business communication
Slide Content
Written Communication
1. Mind-Mapping Techniques (30 minutes)
Mind-mapping is a visual tool that helps in organizing information. It
involves creating a diagram to represent words, ideas, tasks, or other
concepts linked around a central concept. This technique is useful for
brainstorming and planning written communication.
Steps to Create a Mind Map:
1.Start with the central idea: Write the main topic in the center of the
page.
2.Add branches for key points: Draw lines from the central idea to main
subtopics or categories.
3.Expand with details: From each subtopic, draw additional lines to
include more specific details or related ideas.
4.Use keywords and images: Use keywords to keep the mind map
concise. Adding images or symbols can enhance memory and
understanding.
1. Mind-Mapping Techniques (30 minutes)
Mind-mapping is a visual tool that helps in organizing information. It
involves creating a diagram to represent words, ideas, tasks, or other
concepts linked around a central concept. This technique is useful for
brainstorming and planning written communication.
Steps to Create a Mind Map:
1.Start with the central idea: Write the main topic in the center of the
page.
2.Add branches for key points: Draw lines from the central idea to main
subtopics or categories.
3.Expand with details: From each subtopic, draw additional lines to
include more specific details or related ideas.
4.Use keywords and images: Use keywords to keep the mind map
concise. Adding images or symbols can enhance memory and
understanding.
•Definition: A mind map is a visual representation of information that shows
relationships between different concepts.
•Steps:
•Start with the central idea: Place the main topic (e.g., Effective Written
Communication) in the center.
•Add branches for key points: Create branches for main subtopics (e.g., Mind-
Mapping Techniques, Types of Written Communication).
•Expand with details: Add sub-branches for more specific ideas under each key
point (e.g., Steps, Benefits).
•Use keywords and images: Keep the information concise and add images to
make it visually engaging.
•Benefits:
•Enhances creativity and brainstorming.
•Improves organization of ideas.
•Aids memory retention.
•Tools:
•MindMeister
•XMind
•FreeMind
relationships between different concepts.
•Steps:
•Start with the central idea: Place the main topic (e.g., Effective Written
Communication) in the center.
•Add branches for key points: Create branches for main subtopics (e.g., Mind-
Mapping Techniques, Types of Written Communication).
•Expand with details: Add sub-branches for more specific ideas under each key
point (e.g., Steps, Benefits).
•Use keywords and images: Keep the information concise and add images to
make it visually engaging.
•Benefits:
•Enhances creativity and brainstorming.
•Improves organization of ideas.
•Aids memory retention.
•Tools:
•MindMeister
•XMind
•FreeMind
Book and media summaries
Did you know you can usemindmaps to create summaries for books,
audiobooks, or any other sort of multimedia course?
These summaries make it easy for you to review them later.
It’s simpler to spend a few minutes flicking through a one-page mind map
that highlights the main concept than to skim through an entire book. Again!
Writing down the main points and the central concept of a book will also
help strengthen your understanding.
Here’s an example that you can use as a template for your book summary:
Did you know you can usemindmaps to create summaries for books,
audiobooks, or any other sort of multimedia course?
These summaries make it easy for you to review them later.
It’s simpler to spend a few minutes flicking through a one-page mind map
that highlights the main concept than to skim through an entire book. Again!
Writing down the main points and the central concept of a book will also
help strengthen your understanding.
Here’s an example that you can use as a template for your book summary:
Planning a restaurant menu
Ever go to a fancy restaurant just to see a menu with no
pictures?
Or with names that you can’t pronounce and have no
description of the dish?
Worst of all, the menu is shorter than your patience when
it comes to waiting for food.
If you’re a restaurant owner, you have the ultimate power
to make customers happy by planning a good menu on
amindmap! ??????
Think of the best dishes and beverages that might be
appealing to your customers and add pictures, so they
know what to expect. (Visual representationinduces
cravings??????)
Here’s an example idea for a restaurant menu mind map
template:
Ever go to a fancy restaurant just to see a menu with no
pictures?
Or with names that you can’t pronounce and have no
description of the dish?
Worst of all, the menu is shorter than your patience when
it comes to waiting for food.
If you’re a restaurant owner, you have the ultimate power
to make customers happy by planning a good menu on
amindmap! ??????
Think of the best dishes and beverages that might be
appealing to your customers and add pictures, so they
know what to expect. (Visual representationinduces
cravings??????)
Here’s an example idea for a restaurant menu mind map
template:
Time management planning
Some people seem to make the most of
their day and make it look like they have 25
hours. Ugh.
Did you go ugh too?
Then, you need to considertime
management techniques.
Easiest technique: plan your tasks and
activities on a mind map that allows you to
structure your schedule every week.
Divide your weekly plan into days and then
branch outdepending on priority. You’ll
have a good vision of what you need to do
first and what you can do later.
Here’s one of the easiest mind map ideas for
a weeklytime management plan:
Some people seem to make the most of
their day and make it look like they have 25
hours. Ugh.
Did you go ugh too?
Then, you need to considertime
management techniques.
Easiest technique: plan your tasks and
activities on a mind map that allows you to
structure your schedule every week.
Divide your weekly plan into days and then
branch outdepending on priority. You’ll
have a good vision of what you need to do
first and what you can do later.
Here’s one of the easiest mind map ideas for
a weeklytime management plan:
Planning and executing goals
Want to climb up the corporate ladder or just
the stairs of your building without panting?
They’re both goals that need planning to
execute.
But where do you start?
First, you
setSMARTgoals:specific,measurable,achieva
ble,relevant, andtime-bound.
Whether it’s personal, career, fitness, or
family-related, every goal you think of should
agree to theSMARTclauses.
However, the central theme to achieving any
goal is to turn it into smaller steps. And this is
exactly where a mind map shines.
Use a mind map to set a broad goal and branch
out into smaller, more manageable goals.
Don’t forget to defineOKRsfor more details.
Here’s a simple mind map template example to
achieve your goals:
Want to climb up the corporate ladder or just
the stairs of your building without panting?
They’re both goals that need planning to
execute.
But where do you start?
First, you
setSMARTgoals:specific,measurable,achieva
ble,relevant, andtime-bound.
Whether it’s personal, career, fitness, or
family-related, every goal you think of should
agree to theSMARTclauses.
However, the central theme to achieving any
goal is to turn it into smaller steps. And this is
exactly where a mind map shines.
Use a mind map to set a broad goal and branch
out into smaller, more manageable goals.
Don’t forget to defineOKRsfor more details.
Here’s a simple mind map template example to
achieve your goals:
Preparing for an interview
Oh, the excitement, the stress, the butterflies…
how does one contain it all?
As exciting as an interview is, it can make it
difficult to focus and prepare.
If you really want to make a good first
impression, try the mind mapping technique.
Note down everything you need, from
answering the treacherous question, “where
do you see yourself in 5 years?” to the last
detail you need to know about the company.
Here’s a template that already has all the
aspects you need to consider and those that
didn’t cross your mind.
Oh, the excitement, the stress, the butterflies…
how does one contain it all?
As exciting as an interview is, it can make it
difficult to focus and prepare.
If you really want to make a good first
impression, try the mind mapping technique.
Note down everything you need, from
answering the treacherous question, “where
do you see yourself in 5 years?” to the last
detail you need to know about the company.
Here’s a template that already has all the
aspects you need to consider and those that
didn’t cross your mind.
BUSINESS LETTERS
Heading
Opening
Body Closing
Printed Letterhead
Contains
•Name of the organization
•Address with telephone,
fax nos.
•and e-mail address
•Company’s logo
•References
•Date, Day, Month, Year
1.Consists of:
2.Name of the person
addressed
3.His/her designation
4.The address-
(a) Street no. and
name
(b) City
(c) State
(d) Pin code
5. The Salutation
6. The subject-
Written either in block
letters or underlined
Contains the message
Follow the 6Cs
Be---
•Clear
•Concise
•Consistent
•Complete
•Courteous
•Correct
Complementary
Close
•If your salutation is
by name, Close it with
“Yours Sincerely”
•If it is Dear Sir/s
Or Dear Madam
Close it with
“Yours Faithfully”
Heading
Opening
Body Closing
Printed Letterhead
Contains
•Name of the organization
•Address with telephone,
fax nos.
•and e-mail address
•Company’s logo
•References
•Date, Day, Month, Year
1.Consists of:
2.Name of the person
addressed
3.His/her designation
4.The address-
(a) Street no. and
name
(b) City
(c) State
(d) Pin code
5. The Salutation
6. The subject-
Written either in block
letters or underlined
Contains the message
Follow the 6Cs
Be---
•Clear
•Concise
•Consistent
•Complete
•Courteous
•Correct
Complementary
Close
•If your salutation is
by name, Close it with
“Yours Sincerely”
•If it is Dear Sir/s
Or Dear Madam
Close it with
“Yours Faithfully”
Written Communication
•Written communication is formal and precise.
•It requires a formal beginning and ending.
•Oral interpersonal communication is most often
informal.
•Whereas in oral communication one can depend
on tone of voice, facial expressions or gestures to
put across one’s message, in written
communication one has to depend only on the
formal, written words to get the message across.
•Written communication is formal and precise.
•It requires a formal beginning and ending.
•Oral interpersonal communication is most often
informal.
•Whereas in oral communication one can depend
on tone of voice, facial expressions or gestures to
put across one’s message, in written
communication one has to depend only on the
formal, written words to get the message across.
Letters
•Lettersarethemostimportantmeansofwritten
communicationastheybecomepermanentrecords
andcanbereferredtoinfuture.
•Maintainingcustomerrelations,handlingproblems,
exchangeofinformation,andmaintaininggoodwill
requiresskillfulletterwriting.
•Reasonsforwritingaformalletter:
•Toinform-Totellsomeoneaboutsomething
•Toinstruct/order–Tomakesomebodydosomething
•Toreply-Toreplytosomecommunication
•Toconvince/persuade-Tomakesomebodyinterested
inyouorinyourproduct
•Lettersarethemostimportantmeansofwritten
communicationastheybecomepermanentrecords
andcanbereferredtoinfuture.
•Maintainingcustomerrelations,handlingproblems,
exchangeofinformation,andmaintaininggoodwill
requiresskillfulletterwriting.
•Reasonsforwritingaformalletter:
•Toinform-Totellsomeoneaboutsomething
•Toinstruct/order–Tomakesomebodydosomething
•Toreply-Toreplytosomecommunication
•Toconvince/persuade-Tomakesomebodyinterested
inyouorinyourproduct
Features of Business Correspondence
•The overall tone of a business letter is restrained formality.
•Your letters should be brief but not curt.
•They should be polite and easily comprehensible.
•Plan your letter-
1.the reason and objective of writing
2.To whom you are writing-adjust your style according to the needs of the
person whom you are writing, his designation in the organization etc.
3.When are you going to write? Do you have a deadline to meet?
4.What will be the layout and construction of the letter?
•Formal letters should be short and to the point and devoid of complex
sentences and jargon laded language.
•Formal letters must incorporate You-Attitude-that is show respect for
readers’ needs, intelligence, integrity and the POV.
•The overall tone of a business letter is restrained formality.
•Your letters should be brief but not curt.
•They should be polite and easily comprehensible.
•Plan your letter-
1.the reason and objective of writing
2.To whom you are writing-adjust your style according to the needs of the
person whom you are writing, his designation in the organization etc.
3.When are you going to write? Do you have a deadline to meet?
4.What will be the layout and construction of the letter?
•Formal letters should be short and to the point and devoid of complex
sentences and jargon laded language.
•Formal letters must incorporate You-Attitude-that is show respect for
readers’ needs, intelligence, integrity and the POV.
•A Dictionary and thesaurus are a good letter writer’s constant companions.
•Pick the right word
•Avoid repetition of words and verbosity
•Building one’s word power aids to using words with consummate skill
•Avoid cliches
•Spontaneity in a letter ensures smooth reading
•Make the letter balanced and positive in approach. Avoid using negative words like ‘failure’,
‘refuse’, ‘sorry’, ‘damage’ etc.
•Good business letters maintain ethical and moral standards, and show a sense of legitimacy.
•Learn to mitigate the hardship or adverse impact of the message through choice of words
and manner of presentation.
•Bring a unique perspective and experience to the letter by adding imagination and creativity
to it.
•The letter should reflect enthusiasm and innovative temper of the writer.
•A positive and progressive approach to writing letters generates regard and creates goodwill
for the writer.
•Prefer friendly and conversational style over stilted, dull and stiff writing.
•Clarity of goal should be reflected in both thought and expression.
•The most effective business letters are those that show the writer’s interest in the receiver.
Therefore, adopt “you” attitude.
•An effective letter emphasizes all important points by carefully positioning them in sentences
and paragraph.
•Effective business letters have tactful approach .Certain problems call for a ‘middle ground ‘
approach.
•Pick the right word
•Avoid repetition of words and verbosity
•Building one’s word power aids to using words with consummate skill
•Avoid cliches
•Spontaneity in a letter ensures smooth reading
•Make the letter balanced and positive in approach. Avoid using negative words like ‘failure’,
‘refuse’, ‘sorry’, ‘damage’ etc.
•Good business letters maintain ethical and moral standards, and show a sense of legitimacy.
•Learn to mitigate the hardship or adverse impact of the message through choice of words
and manner of presentation.
•Bring a unique perspective and experience to the letter by adding imagination and creativity
to it.
•The letter should reflect enthusiasm and innovative temper of the writer.
•A positive and progressive approach to writing letters generates regard and creates goodwill
for the writer.
•Prefer friendly and conversational style over stilted, dull and stiff writing.
•Clarity of goal should be reflected in both thought and expression.
•The most effective business letters are those that show the writer’s interest in the receiver.
Therefore, adopt “you” attitude.
•An effective letter emphasizes all important points by carefully positioning them in sentences
and paragraph.
•Effective business letters have tactful approach .Certain problems call for a ‘middle ground ‘
approach.
FORMS OF LAYOUT AND PARTS OFA BUSINESS LETTER
•Full Block Form
•Modified Block Form
•Semi Indented Form
•Hanging Indention Form
•Standard Elements
•Heading or Letterhead
•Reference Number
•Date
•Inside Address
•Mode of Address
•Salutation
•Subject Line
•Body of the Letter
•Formal Close
•Complimentary Close
•Signature block/slot
•Full Block Form
•Modified Block Form
•Semi Indented Form
•Hanging Indention Form
•Standard Elements
•Heading or Letterhead
•Reference Number
•Date
•Inside Address
•Mode of Address
•Salutation
•Subject Line
•Body of the Letter
•Formal Close
•Complimentary Close
•Signature block/slot
•Additional Elements
•Addressee Notation-labels such as ‘PERSONAL’, ‘CONFIDENTIAL’,
‘URGENT’, ‘PLEASE REDIRECT’ etc, typed in all capitals, two spaces above
the inside address.
•Attention Line-Draws the attention of a particular individual or
department for action-‘Attention Accounts Officer’, ‘Attention Section
Officer’ etc.
•Subject Line-The purpose of the letter; helps in filing the letter for future
reference
•Reference initials-A set of two initials formed by using the initials of one
who dictates the letter and followed by the initials of the person who
types the letter. There are two ways to do it-SD/VM or SD:VM
•Enclosure Notation: Enclosure: Resume
•Postscript-a second afterthought has the notation ‘PS’or ‘P.S.’
•‘CC’ or Carbon Copy Notation
•‘PC’ or Photocopy Notation-pc: Mr. P.K. Arora
•Addressee Notation-labels such as ‘PERSONAL’, ‘CONFIDENTIAL’,
‘URGENT’, ‘PLEASE REDIRECT’ etc, typed in all capitals, two spaces above
the inside address.
•Attention Line-Draws the attention of a particular individual or
department for action-‘Attention Accounts Officer’, ‘Attention Section
Officer’ etc.
•Subject Line-The purpose of the letter; helps in filing the letter for future
reference
•Reference initials-A set of two initials formed by using the initials of one
who dictates the letter and followed by the initials of the person who
types the letter. There are two ways to do it-SD/VM or SD:VM
•Enclosure Notation: Enclosure: Resume
•Postscript-a second afterthought has the notation ‘PS’or ‘P.S.’
•‘CC’ or Carbon Copy Notation
•‘PC’ or Photocopy Notation-pc: Mr. P.K. Arora
Business Letter Types And Their Objectives
Types Objectives
Credit To enquire or request for loan
CollectionTo collect past due accounts
Order To place an order for products or services
Inquiry To enquire the status of sth; price lists;catalogues
Claim To lodge a complain and ask for a remedy
AdjustmentTo inform how the complaint would be taken care of
Sales To sell /promote a product or service
FundraisingTo request the readers to donate money or time
Job
Application
To apply for an employment
Types Objectives
Credit To enquire or request for loan
CollectionTo collect past due accounts
Order To place an order for products or services
Inquiry To enquire the status of sth; price lists;catalogues
Claim To lodge a complain and ask for a remedy
AdjustmentTo inform how the complaint would be taken care of
Sales To sell /promote a product or service
FundraisingTo request the readers to donate money or time
Job
Application
To apply for an employment
Use the structure of a letter
What are the
features of a letter?
What are the
features of a letter?
14 Green Road
Hilltown
Derby
4th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee
barbecue and I’ve been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 30
th
of May in the morning.
I hope that you will be able to provide me with these items at such
short notice. Please could you phone me on 241532 to confirm as
soon as possible.
Yours sincerely,
Mr. Fred Brown
Hilltown
Derby
4th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee
barbecue and I’ve been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 30
th
of May in the morning.
I hope that you will be able to provide me with these items at such
short notice. Please could you phone me on 241532 to confirm as
soon as possible.
Yours sincerely,
Mr. Fred Brown
WALT : Use the structure of a letter
14 Green Road
Hilltown
Derby
30th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee barbecue, and I’ve
been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 4
th
of May.
I hope that you will be able to help at such short notice. Please
could you phone me on 241532 to confirm as soon as possible.
Yours sincerely,
Mr. Fred Brown
ADDRESS
Write your address at the top right.
14 Green Road
Hilltown
Derby
30th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee barbecue, and I’ve
been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 4
th
of May.
I hope that you will be able to help at such short notice. Please
could you phone me on 241532 to confirm as soon as possible.
Yours sincerely,
Mr. Fred Brown
ADDRESS
Write your address at the top right.
WALT : Use the structure of a letter
14 Green Road
Hilltown
Derby
30th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee barbecue, and I’ve
been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 4
th
of May.
I hope that you will be able to help at such short notice. Please
could you phone me on 241532 to confirm as soon as possible.
Yours sincerely,
Mr. Fred Brown
Date
Write the date underneath the address.
14 Green Road
Hilltown
Derby
30th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee barbecue, and I’ve
been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 4
th
of May.
I hope that you will be able to help at such short notice. Please
could you phone me on 241532 to confirm as soon as possible.
Yours sincerely,
Mr. Fred Brown
Date
Write the date underneath the address.
14 Green Road
Hilltown
Derby
30th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee barbecue, and I’ve
been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 4
th
of May.
I hope that you will be able to help at such short notice. Please
could you phone me on 241532 to confirm as soon as possible.
Yours sincerely,
Mr. Fred Brown
GREETING
If you know the person well : Dear George
If you know the person’s name : Dear Mr.Baker
If you don’t know their name : Dear Sir or Madam
Hilltown
Derby
30th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee barbecue, and I’ve
been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 4
th
of May.
I hope that you will be able to help at such short notice. Please
could you phone me on 241532 to confirm as soon as possible.
Yours sincerely,
Mr. Fred Brown
GREETING
If you know the person well : Dear George
If you know the person’s name : Dear Mr.Baker
If you don’t know their name : Dear Sir or Madam
14 Green Road
Hilltown
Derby
30th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee barbecue, and I’ve
been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 4
th
of May.
I hope that you will be able to help at such short notice. Please
could you phone me on 241532 to confirm as soon as possible.
Yours sincerely,
Mr. Fred Brown
OPENING
Tell the reader WHY you are writing :
I am writing to complain about…
I would like to know…
I am writing to you because…
Hilltown
Derby
30th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee barbecue, and I’ve
been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 4
th
of May.
I hope that you will be able to help at such short notice. Please
could you phone me on 241532 to confirm as soon as possible.
Yours sincerely,
Mr. Fred Brown
OPENING
Tell the reader WHY you are writing :
I am writing to complain about…
I would like to know…
I am writing to you because…
14 Green Road
Hilltown
Derby
30th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee barbecue, and I’ve
been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 4
th
of May.
I hope that you will be able to help at such short notice. Please
could you phone me on 241532 to confirm as soon as possible.
Yours sincerely,
Mr. Fred Brown
CONCLUSION
Mention what you are writing for again. If you want
something to happen after the person reads your
letter, tell them.
Hilltown
Derby
30th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee barbecue, and I’ve
been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 4
th
of May.
I hope that you will be able to help at such short notice. Please
could you phone me on 241532 to confirm as soon as possible.
Yours sincerely,
Mr. Fred Brown
CONCLUSION
Mention what you are writing for again. If you want
something to happen after the person reads your
letter, tell them.
14 Green Road
Hilltown
Derby
30th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee barbecue, and I’ve
been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 4
th
of May.
I hope that you will be able to help at such short notice. Please
could you phone me on 241532 to confirm as soon as possible.
Yours sincerely,
Mr. Fred Brown
CLOSE
If you are family or good friends : Love from
If you know the person’s name : Yours sincerely
If you don’t know their name : Yours truly
Hilltown
Derby
30th May 2012
Dear Mr. Johnson,
I would like to order some meat for my Jubilee barbecue, and I’ve
been told that you will be able to help.
Could we have six kilograms of beef mince, ten chicken breasts,
fifty sausages (pork and herb is fine) and two dozen lamb kebabs?
I would like to collect my order on the 4
th
of May.
I hope that you will be able to help at such short notice. Please
could you phone me on 241532 to confirm as soon as possible.
Yours sincerely,
Mr. Fred Brown
CLOSE
If you are family or good friends : Love from
If you know the person’s name : Yours sincerely
If you don’t know their name : Yours truly
Formal or Informal
I wish to advise you that…
I want to tell you… It’s going to be great!
This event will be memorable
I need you to…
It would be a great help if
you would…
Thanks a lot!
Thank you very much
It has come to my attention…
I’ve just noticed that…
I wish to advise you that…
I want to tell you… It’s going to be great!
This event will be memorable
I need you to…
It would be a great help if
you would…
Thanks a lot!
Thank you very much
It has come to my attention…
I’ve just noticed that…
Write a letter to give information
Address
Date
Greeting
Opening –tell them who you are and why you are writing
Main text in PARAGRAPHS
Conclusion
Close
Address
Date
Greeting
Opening –tell them who you are and why you are writing
Main text in PARAGRAPHS
Conclusion
Close
Covering Letter
A covering Letter –
•Mentions the post you have applied for
•Whether you are sending the filled –in application form or a C.V., or both.
•Expand on some points about background or experience
•Emphasize the candidate’s interest in the job and suitability for it.
•Show some knowledge of the company
•Why you would like to be employed by the company
•That you look forward to hearing from them
•Examples:
Showing Eligibility-
•I have the requisite qualifications and experience to be a suitable candidate for the post.
•A C.V. giving the details of my qualifications and experience is attached for your reference.
•Please find enclosed a copy of my detailed C.V.
Showing Willingness-
•A position with your firm will give me the kind of experience I am looking for.
•Yours is a well-known company and given the opportunity, I believe that I shall be able to develop myself
professionally in your company.
Referring to Future Contact-
•I look forward to hearing from you.
•I would be happy to appear for an interview at any time convenient to you.
•I look forward to being called for an interview.
•
A covering Letter –
•Mentions the post you have applied for
•Whether you are sending the filled –in application form or a C.V., or both.
•Expand on some points about background or experience
•Emphasize the candidate’s interest in the job and suitability for it.
•Show some knowledge of the company
•Why you would like to be employed by the company
•That you look forward to hearing from them
•Examples:
Showing Eligibility-
•I have the requisite qualifications and experience to be a suitable candidate for the post.
•A C.V. giving the details of my qualifications and experience is attached for your reference.
•Please find enclosed a copy of my detailed C.V.
Showing Willingness-
•A position with your firm will give me the kind of experience I am looking for.
•Yours is a well-known company and given the opportunity, I believe that I shall be able to develop myself
professionally in your company.
Referring to Future Contact-
•I look forward to hearing from you.
•I would be happy to appear for an interview at any time convenient to you.
•I look forward to being called for an interview.
•
Ending of a Self application
Be very polite
Show confidence.
Be brief.
If you should find me a suitable candidate for the post advertised, I am
confident that
I shall satisfy your needs.
I shall live upto your expectations.
It will be a mutually rewarding experience.
I shall be happy to
Appear for an interview.
Work for your firm.
Meet the challenges of the job.
Be very polite
Show confidence.
Be brief.
If you should find me a suitable candidate for the post advertised, I am
confident that
I shall satisfy your needs.
I shall live upto your expectations.
It will be a mutually rewarding experience.
I shall be happy to
Appear for an interview.
Work for your firm.
Meet the challenges of the job.
Questions For Self-Assessment
•Draft a sales letter introducing a new hand sanitizer that contains Aloe
Vera, Neem and Tulsi as prime ingredients and which provides complete
protection from diseases and infection.
•Write a persuasive letter to the Commissioner of the Municipal
corporation for garbage collection and the regular spraying of disinfectant
in different nooks and corners of the city.
•Revise the following sentences to improve you-attitude
•i) We will call you at our convenience to discuss whether we will hire you
for the job.
•Your service contract with us is hereby terminated.
•By this time next week, we will have made our decision on your refund
request.
•We can arrange for our tow truck to pick up your car between 10 AM and
2 PM.
•Draft a sales letter introducing a new hand sanitizer that contains Aloe
Vera, Neem and Tulsi as prime ingredients and which provides complete
protection from diseases and infection.
•Write a persuasive letter to the Commissioner of the Municipal
corporation for garbage collection and the regular spraying of disinfectant
in different nooks and corners of the city.
•Revise the following sentences to improve you-attitude
•i) We will call you at our convenience to discuss whether we will hire you
for the job.
•Your service contract with us is hereby terminated.
•By this time next week, we will have made our decision on your refund
request.
•We can arrange for our tow truck to pick up your car between 10 AM and
2 PM.
References
•Locker, O Kitty, Stephen Kyo Kaczmarek. Business Communication. New
Delhi: Tata McGraw-Hill Publishing Company Limited, 2007.
•Malhotra Prerna, et al. Business Communication. New Delhi: Book Age
Publications, 2015.
•Soundarraj, Francis. Speaking and Writing For Effective Business
Communication. New Delhi: Macmillan,2008.
•Locker, O Kitty, Stephen Kyo Kaczmarek. Business Communication. New
Delhi: Tata McGraw-Hill Publishing Company Limited, 2007.
•Malhotra Prerna, et al. Business Communication. New Delhi: Book Age
Publications, 2015.
•Soundarraj, Francis. Speaking and Writing For Effective Business
Communication. New Delhi: Macmillan,2008.
Written Communication
•Letters: Formal communication usually sent via mail.
Structure: Sender’s address, date, recipient’s address, salutation, body, closing, signature.
Example: Business letters, cover letters.
•Letters: Formal communication usually sent via mail.
Structure: Sender’s address, date, recipient’s address, salutation, body, closing, signature.
Example: Business letters, cover letters.
Cover Letter Example
Format and Structure of a Cover Letter:
Header:
Your Contact Information
Date
Employer’s Contact Information
Salutation:
Address the recipient formally, using "Dear [Recipient's Name],"
Opening Paragraph:
Introduce yourself and state the position you are applying for.
Mention how you found out about the job opening.
Body Paragraphs:
Highlight your relevant skills, experience, and achievements.
Explain why you are a good fit for the position and the company.
Provide specific examples to demonstrate your qualifications.
Closing Paragraph:
Reiterate your interest in the position.
Mention your availability for an interview and how the employer
can contact you.
Thank the employer for considering your application.
Closing:
Use a formal closing phrase, such as "Sincerely,"
Include your signature (for printed letters) and typed name.
Format and Structure of a Cover Letter:
Header:
Your Contact Information
Date
Employer’s Contact Information
Salutation:
Address the recipient formally, using "Dear [Recipient's Name],"
Opening Paragraph:
Introduce yourself and state the position you are applying for.
Mention how you found out about the job opening.
Body Paragraphs:
Highlight your relevant skills, experience, and achievements.
Explain why you are a good fit for the position and the company.
Provide specific examples to demonstrate your qualifications.
Closing Paragraph:
Reiterate your interest in the position.
Mention your availability for an interview and how the employer
can contact you.
Thank the employer for considering your application.
Closing:
Use a formal closing phrase, such as "Sincerely,"
Include your signature (for printed letters) and typed name.
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