FORMATS OF BUSINESS WRITING new that.pptx

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1. FORMATS OF BUSINESS WRITING

2. Basic Formats Business Letters Memorandum Office Order Office Circular Office Notes

3. Letter Writing

4. Business Letters A permanent and tangible record of a business relationship. In order to achieve the definite purpose and the intended results, the business letters written to express facts and opinions clearly, concisely, completely and correctly

5. Types of Letters Personal (to a friend or within the family) Social ( invitations, death notices, etc.) Official ( from government or its corporations, etc.) Business (within business environment) Miscellaneous (letters to the editor, etc)

6. Letter Writing It acts as an effective salesperson creates goodwill strengthen the relationship with customer and act as a source of reliable, useful information

7. To achieve a definite purpose of your organization To sustain business relationship without personal contact To create a friendly relationship with another organization to produce record for subsequent references To create a good impression about the writer’s firm and also of the writer himself

8. 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. 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 Sales Letters Goodwill Letters…etc.,

10. Attributes

11. Essentials of a good letter Correctness Completeness Clarity Conciseness Courtesy Consideration Concreteness Convincing power

12. Types of Business Letters

13. Layout Neatly typed on the best stationery with proper punctuation and carefully laid out letter creates a good impression.

14. Forms of Layout Full Block Form Semi Block Form Modified Block Form Semi –indented Form Hanging Indention Form NOMA Form

15. Name on the letter head Block Form Ref: no. : Reg /01/002 21 st October,2023 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

16. Name on the letter head Semi-Block Form Ref: no. : Reg /01/002 21 st October,2023 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

17. Name on the letter head Indented Style Inside Address Ref: no. : Reg /01/002 21 st October,2023 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, Sd /- Subhash Chandra G M – Marketing

18. To give a letter the right look, we should pay attention to its structure, layout and to its form and punctuation. It reflects the image of your organization. Since letters serve a permanent records and are a valuable repository of information, we have to use suitable and impressive layout. We should use suitable and widely accepted structure at work place.

19. Appearance of a business letter Stationery: letterheads, continuation sheets, envelopes (window envelopes) Typing Paragraphing Folding Address

20. Printed Stationary Letterheads Continuation Sheets Envelopes (window envelopes)

21. Components of Business Letter

22. Letterhead

23. Reference No. Ref:T /23/22 Date 31 st September ,2023 Ref.No . PD/06/10/2023 Sender’s Address GMR Builders Inside Address Mr. G.Reddy , Ramco Tiles, site No.38, MIDC, Mumbai. subject Application for the post of…. Reference Your advertisement in….paper dated: Salutation Dear Sir, Body Text We are pleased……….. Closing ‘call to Action’ Yours Sincerely Signature Block Sd /- Enclosures Carbon Copy Encl: cc to: bcc:

24. 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 Envelope

25. The central Part Referring to the reader’s problem Telling the reader what he/she wants to know Creating the Hypothetical Situation Using a subject Line Begin with a courteous Request or Command Open with a pertinent name

26. Closing the Letter Use a provocative tone Use suggestion Use Command Offer an incentive Repeat the main point Use the Reader’s Name Avoid indefinite closings

27. Complimentary Close Dear Sir Dear Sirs Dear Madam Dear Sir/Madam Yours faithfully Or Yours truly Dear Ms. Kranthi Dear Mr. Kiran Dear Kalyan Yours sincerely Dear Customer Dear Reader Dear Subscriber Dear Shareholder Dear Member Yours sincerely

28. Basic Principles Place the reader first Keep to the point Set the right tone Write a strong opening Write a strong closing

29. Strategies for writing the Body of a Letter State the main business, purpose, or subject matter right away Keep the paragraphs short Provide topic indicators in the beginning of paragraphs Give an ‘action ending’ whenever appropriate

30. ELECTRONIC MAIL

31. e-mail / email Method of composing, sending and receiving messages over electronic communication systems. A progeny of computer technology.

32. E-mail Etiquette Avoid all capital letters Check multiple email accounts promptly Never leave double-space between lines Say something if you have to Do not forward sensitive messages Allow cool-off time Cut and paste method Use dates, times and measurements internationally intelligible

33. Limit emoticons Use of acronyms E-mail jargon Use a signature block or line Act on e-mail promptly Answer all queries Do not attach unnecessary files Use gender neutral language Use correct spellings Use proper punctuation Use proper grammar

34. Typography The style and the appearance of printed matter. Essential in emails as they have to be read on screen. Length of a line Emphasis methods in E-mail Enumeration Quoting in E-mail

35. Acronyms ASAP BTW FYI IMO IOW NRN TIA TTYL TYVM PFA

36. Acronyms ASAP - As soon as possible BTW - By the way FYI - For your information IMO - In my opinion IOW - In other words NRN - No reply necessary TIA - Thanks in advance TTYL - Talk to you later TYVM - Thank you very much PFA - Please find attached

37. E-mail Jargons Bot : Bounce , Distribution list, Flame Listbot Lurk Mailbot Post Ping Spam

38. E-mail Jargons Bot : a piece of software that acts on behalf of and in place of a remote human (from ROBOT) Bounce : a message that was returned to the sender, either because e-mail address was incorrect or because there was a configuration problem at the receiver’s end. Distribution List : a single address that resends to many others allowing a discussion to continue easily among a quasi-stable group of participants. Also called e-mailing lists or listserves .

39. Flame : an electronic message that is particularly hostile. Listbot : a piece of software that manages distribution list. Lurk : to read messages anonymously. Mailbot : a piece of software that automatically replies to e-mail. Post : send to a distribution list or use net news group. Ping : test to see if the other person is there or available. Spam : unsolicited e-mail sent to many people simultaneously, usually commercial but occasionally political.

40. Problems in E-mail Communication Readers’ Complaints Writers’ complaints

41. Readers’…….. Receiving same messages from different sources, but no essence of it Reader has to search for the main idea because writers sometimes ramble The writer does not give the information clearly No clarity on what the writer wants the reader to do Sometimes what the writer assumes is obvious Sometimes writer gives too much unnecessary background details Uses jargons and too many acronyms Gives too much hedging and avoid the issue Too formal in language so that it sounds unnatural Subject lines are not helpful Difficult to read on computer screens for longer period Psychologically e-mails present on screen, do not create impression as strong as letter on paper.

42. Writers’…………. Not particular format Takes time to set up the format Sometimes boss dictates the format Without suggestion the boss asks the writer to revise something Without knowing the reader, the writer is expected to write Without full information on the situation, the writer is expected to write e-mail Sometimes writers have to give response without the summary or details of previous interaction

43. ROUTINE LETTERS

44. Seven Cs Clear Concise Correct Courteous Conversational Convincing and Complete

45. Asking for information and action Asking for recommendations Making claims and requesting adjustments Sending routine replies and positive messages and …more…more…more

46. Strategy for routine requests State your request up front : pay attention to tone, assume your audience will comply, be specific Explain and justify your request : ask the most important question first, ask only relevant questions, deal with only one topic per question Request specific action in a courteous close : a specific action, information about how you can be reached, an expression of interest

47. Making claims and requesting adjustments Explain the problem and give details Provide back-up information Request specific action

48. End with the courteous close Make sure audience members understand what to do next and how that action will benefit them.

49. Check list

50. GOODWILL LETTERS

51. Opportunities for thoughtfulness are many Appreciation Expression of sympathy Congratulations

52. Congratulatory Letters Letters of sympathy Invitations to speak ‘Thank you’ Letters Letters of appreciation

53. Principles of effective Goodwill Letters Must be timed properly Short letter makes a better impression Best vocabulary Personal and suitable tone Jargons & rubber-stamp phrases strictly be avoided Salutation and complimentary close should be suitable Names and the details of the occasion must be correct Direct and simple expression Letter should have the power of feeling Must be signed personally Fresh letters to all the recipients Courtesy – neat typing, folding and addressing

54. Dear Mr.Chaturvedi , It is a pleasure to congratulate you upon your election as President of Bombay Management Association. Such a vote of confidence by your fellow businessmen is a high personal tribute to you. All the members of Damania & Company join me in this expression of hearty congratulations and good wishes to you. Yours sincerely, Ashok Damania MD

55. Sympathy We have just learned, with deep sorrow, of passing away of your daughter…… It is with deep sorrow that I learnt this morning of the passing away…. I was shocked and saddened to hear of the sudden death of Mr. Haribhai Trivedi. I wish to convey to you and to the other members of your company, my deep sympathy on the loss of this trusted and dependable associate…..

56. Do’s of Goodwill Letter If you were reader, would you honestly like to receive this letter? ( A goodwill letter makes the reader feel good) Will the reader feel that you enjoyed writing the letter and that you mean everything you wrote? Did you keep the spotlight on the reader? It is all right for the personal secretary to sign a goodwill letter on behalf of the manager. Goodwill letters must be focussed on the reader. A manager who pays attention to goodwill and social letters helps the company’s PR?

57. Exercise The Chief Accountant of your firm lost his son in an accident. Write a letter to be sent to him as from the owner of the firm. The daughter of a business associate has just started an export business of her own. Write a congratulating her and conveying your best wishes.