Put it before them briefly so they will read it, Clearly so they will appreciate it, Picturesquely so they

will remember it, And, Above all, accurately so they will be guided by its light. -- Joseph Pultizer

Written Communication

Everything that is put down on paper by writing comes under the purview of Written Communication.

Advantages Disadvantages

Types
Letter Memo Notice Circular Report

Letter Writing

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.

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)

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.,

Business Letters

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 writers firm and also of the writer himself

Importance / Advantages
Drafting at convenience Reaches far and wide A record for purpose of law A record for reference Solidifies a business brand Helps to expand business Saves money in communication Convenient for giving unpleasant news

Essentials of a good letter

Correctness Completeness Clarity Conciseness Courtesy Consideration Concreteness Convincing power

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

Components of Business Letter

Letter Head * Reference Date Inside Address Special Markings Attention Line Salutation Heading Subject Line

Letterhead
Creates impression of the company Companys name Full postal address Contact numbers registered office and Registered Number Website

Reference No. Date

Ref:T/23/19 31st December,2010

Senders Address
Inside Address Salutation Body Text Closing call to Action Signature Block Enclosures Carbon Copy

GMR Builders
Mr. G.Reddy, GMR Builders Dear Sir, We are pleased.. Yours Sincerely Sd/Encl: cc to: bcc:

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 Envelopes

Planning a Letter

Select the Suitable Tone State the purpose Assemble Relevant Information Arrange the material Opening the Letter Avoid Obvious Opening Statements Avoid participial Opening Avoid Trite Expression Avoid Personal Pronoun

Layout

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

Forms of Layout
Block Form Semi Block Form Indented Form NOMA Form

The central Part

Referring to the readers problem Telling the reader what he wants to know Creating the Hypothetical Situation Using a subject Line Open with a Thank You Begin with a courteous Request or Command Open with a pertinent name

Closing the Letter

Use a provocative tone Use suggestion Use Command Offer an incentive Repeat the main point Use the Readers Name Avoid Participial closings and indefinite closings

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

Yours sincerely

Yours sincerely

Name on the letter head

Ref: no. : Reg/01/002
21st October,2011 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

Donts
Avoid Trite Expressions Avoid Long Phrases Avoid Adjectives Avoid redundancy Avoid Gobbledygook (refers to the kind of grandiose writing) Avoid verbosity Avoid curtness Avoid demanding tone Avoid bragging tone Avoid angry tone

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.