ASSIGNMENT ON

MANAGERIAL COMMUNICATION
TOPIC: EXERCISE OF DRAFTING LETTERS

Submitted by ,
K.MANOJ KUMAR
1 semester ,MBA Agri Business
Institute of Development Studies,
Manasagangotri,
Mysore.

Submitted to,
Dr. V. K. MANU
MBA Agri Business
Institute of Development Studies,
Manasagangotri,
Mysore.
INTRODUCTION
 A letter has a key role to play in personal and business
communication
 People have a tendency to avoid letter writing for two
reasons:
1. They find the task unpleasant or
2. They fear or know they are bad at it.
 The category you can do something to change, is the
second one. Be aware of common mistakes
TYPES OF LETTERS
 INFORMAL LETTER WRITING
Letter to friends and relatives
 BUSSINESS LETTER WRITING
Used by traders, firms and companies
 OFFICIAL LETTER WRITING
Communication of information by government officials
from one dept to another and also to companies.
WRITING EFFECTIVE LETTERS
 Analyze your audience
 Who is my audience ?
 Will my audience be favorable or unfavorable disposed to what I
am going to say?
 What kinds of information will my audience expect me to
supply
 how will my audience use the information I am sending
 What impression do I want my letter to make on readers
 Have a clear sense of your purpose and theirs
 Select the best communication strategy
 Draft ,revise, and edit your letter
1. THE MAIN COMPONENTS OF A
BUSINESS LETTER
 Business letters usually contain the following information
1. Writers address
2. Date of writing
3. Recipients name ,job title and address
4. Subject
5. Salutation or greeting (dear Mr./Mrs./ms….)
6. Message (body of the letter)
7. Closing
8. Writers signature, typed name , and position of sender
SALUTATION
 To address a person whose name or gender you do not know you
use dear sir or madam

AN OPENING
 This says why you are writing .for example
 We are writing to enquire about….
 We are writing in connection with…
 We are interested in….and we would like to know …..
 If we are answering the letter , you can start :
 We have received your letter of..
 Thank you for your letters.
BASIC BODY STYLE :
Plan your letter in advance and keep it simple
 1st PART of the body : state the purpose of the letter
 2nd PART of the body :state your point. explain what
you want to happened and explain the information
you have. you have a lot of information ? Break it and
make short paragraphs.
 3rd PART of the body : call for action or request some
form of action .what to do when to do it
 Thank the reader for his or her response
SIGNING OFF…….
 Here some ways to end a letter
 I look forward to receiving your reply/order/products
 I hope that this information will help
 Please contact me/ let me know if you need any
further information
 If you know them personally –yours sincerely
 If you don’t know them-yours faithfully
1. BASIC LETTER FORMATS
1. There are three common formats for the business
letter:
2. The unblocked format
3. The semi blocked format
4. The blocked format
The unblocked format
 The first of the paragraph is indented few spaces
 The writers address ,the date, the closing, the writers
signature, and the typed version of the writers name
and job title are intended two thirds of the way across
the page.
The semi-blocked format
 The first line of the paragraph is lined up with the left
margin
 There is an extra blank line between paragraph to
signal the start of a new paragraph.
 The writers address ,date ,closing , and signature are
intended as in the unblocked format
The blocked format
 The first line of paragraph and all the other address
,date ,closing and signature information are lined up
with the left margin.
 There is an extra blank line between paragraph
The use of letterhead stationary
 When a writer is representing a company or
organization ,he /she should use the organizations
letterhead stationery for correspondences with people
outside the organization
 When using letterhead, the location of the writers
address , city , state will be usually given in the
letterhead type at the top of the page.
Technical suggestions on letters
 Capitalization
• Don’t over do it (e.g.: no need to cap job titles, season of the
year, courses taken, senior, agriculture etc)
 Punctuation
• Don’t overuse commas, semicolons; use periods to avoid run-
on sentences
 Spelling
• No mistakes (use spell check);pay attention to hyphenated
words (e.g. in-depth , two word adjectives preceding noun )
 Small words better than big words
E.g.: try vs. endeavor
The importance of drafting letters
 Represent your company's public image and your
competence
 More personal than a report , yet more formal than
memos or e mail
 More permanent than e-mail
 Constitute an official legal record of an agreement
FINAL QUOTES
 Drafting good letters is an art that all people especially
technical should master.
 The style and skills required for formal writing are best
developed by practice and experience but with the
right tools and know-how it is not to improve .
 So, lets make a start right now……
Thank you