Download VTU (Visvesvaraya Technological University) MBA 1st Semester (First Semester) 17MBA16-Managerial Communication MC Unit 4 Important Lecture Notes (MBA Study Material Notes)
BUSINESS LETTERS
AND
REPORTS
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
Persuasive Letters/ Persuasive Message
? Persuasion is used when we suspect
the reader will not be ordinarily
interested in the message and the
action to be taken.
? In such cases, the writer uses the
device of starting from something
unexpected or unknown.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
Persuasive Letters/ Persuasive Message
? Persuasion is used when we suspect
the reader will not be ordinarily
interested in the message and the
action to be taken.
? In such cases, the writer uses the
device of starting from something
unexpected or unknown.
The persuasive pattern involves the
following sequence of ideas;
1. The opening sentence : persuasive
letter catches the readers attention
by saying one of these words,
? A statement of fact
? A remedial measure to a problem
? A special product or scheme or plan
feature
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
Persuasive Letters/ Persuasive Message
? Persuasion is used when we suspect
the reader will not be ordinarily
interested in the message and the
action to be taken.
? In such cases, the writer uses the
device of starting from something
unexpected or unknown.
The persuasive pattern involves the
following sequence of ideas;
1. The opening sentence : persuasive
letter catches the readers attention
by saying one of these words,
? A statement of fact
? A remedial measure to a problem
? A special product or scheme or plan
feature
Continued?
2) The middle section of the persuasive
letter gives detail of the product,
scheme or whatever is going to be
promoted.
3)After arousing the reader?s interest in
the proposal request.
4)The last paragraph tells about the
reminder to reader about the specific
benefit.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
Persuasive Letters/ Persuasive Message
? Persuasion is used when we suspect
the reader will not be ordinarily
interested in the message and the
action to be taken.
? In such cases, the writer uses the
device of starting from something
unexpected or unknown.
The persuasive pattern involves the
following sequence of ideas;
1. The opening sentence : persuasive
letter catches the readers attention
by saying one of these words,
? A statement of fact
? A remedial measure to a problem
? A special product or scheme or plan
feature
Continued?
2) The middle section of the persuasive
letter gives detail of the product,
scheme or whatever is going to be
promoted.
3)After arousing the reader?s interest in
the proposal request.
4)The last paragraph tells about the
reminder to reader about the specific
benefit.
WRITING MEMO
? Memos are frequently written to the people
within the organization / office to communicate
routine matters.
? A memorandum often referred as memo, is a
form used by a person known to the receiver
personally.
? Therefore, it is less formal in tone and does not
have formal elements such as the salutation,
subscription, greetings or even signature at the
end.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
Persuasive Letters/ Persuasive Message
? Persuasion is used when we suspect
the reader will not be ordinarily
interested in the message and the
action to be taken.
? In such cases, the writer uses the
device of starting from something
unexpected or unknown.
The persuasive pattern involves the
following sequence of ideas;
1. The opening sentence : persuasive
letter catches the readers attention
by saying one of these words,
? A statement of fact
? A remedial measure to a problem
? A special product or scheme or plan
feature
Continued?
2) The middle section of the persuasive
letter gives detail of the product,
scheme or whatever is going to be
promoted.
3)After arousing the reader?s interest in
the proposal request.
4)The last paragraph tells about the
reminder to reader about the specific
benefit.
WRITING MEMO
? Memos are frequently written to the people
within the organization / office to communicate
routine matters.
? A memorandum often referred as memo, is a
form used by a person known to the receiver
personally.
? Therefore, it is less formal in tone and does not
have formal elements such as the salutation,
subscription, greetings or even signature at the
end.
FORMAT OF MEMO
From????.. Subject????
To??????. Date?????
Alternatively, it can have the following format:
To___________ Date__________
From_________
Subject________________________________
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
Persuasive Letters/ Persuasive Message
? Persuasion is used when we suspect
the reader will not be ordinarily
interested in the message and the
action to be taken.
? In such cases, the writer uses the
device of starting from something
unexpected or unknown.
The persuasive pattern involves the
following sequence of ideas;
1. The opening sentence : persuasive
letter catches the readers attention
by saying one of these words,
? A statement of fact
? A remedial measure to a problem
? A special product or scheme or plan
feature
Continued?
2) The middle section of the persuasive
letter gives detail of the product,
scheme or whatever is going to be
promoted.
3)After arousing the reader?s interest in
the proposal request.
4)The last paragraph tells about the
reminder to reader about the specific
benefit.
WRITING MEMO
? Memos are frequently written to the people
within the organization / office to communicate
routine matters.
? A memorandum often referred as memo, is a
form used by a person known to the receiver
personally.
? Therefore, it is less formal in tone and does not
have formal elements such as the salutation,
subscription, greetings or even signature at the
end.
FORMAT OF MEMO
From????.. Subject????
To??????. Date?????
Alternatively, it can have the following format:
To___________ Date__________
From_________
Subject________________________________
HOW TO WRITE A MEMO
? A memo addresses the subject under the
discussion immediately.
? Its normally written in the friendly note.
for example:
? every Saturday morning all supervisors in my
plant must meet and report on the clean ? up
of their individual shop floors. All reports must
be submitted by afternoon.?
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
Persuasive Letters/ Persuasive Message
? Persuasion is used when we suspect
the reader will not be ordinarily
interested in the message and the
action to be taken.
? In such cases, the writer uses the
device of starting from something
unexpected or unknown.
The persuasive pattern involves the
following sequence of ideas;
1. The opening sentence : persuasive
letter catches the readers attention
by saying one of these words,
? A statement of fact
? A remedial measure to a problem
? A special product or scheme or plan
feature
Continued?
2) The middle section of the persuasive
letter gives detail of the product,
scheme or whatever is going to be
promoted.
3)After arousing the reader?s interest in
the proposal request.
4)The last paragraph tells about the
reminder to reader about the specific
benefit.
WRITING MEMO
? Memos are frequently written to the people
within the organization / office to communicate
routine matters.
? A memorandum often referred as memo, is a
form used by a person known to the receiver
personally.
? Therefore, it is less formal in tone and does not
have formal elements such as the salutation,
subscription, greetings or even signature at the
end.
FORMAT OF MEMO
From????.. Subject????
To??????. Date?????
Alternatively, it can have the following format:
To___________ Date__________
From_________
Subject________________________________
HOW TO WRITE A MEMO
? A memo addresses the subject under the
discussion immediately.
? Its normally written in the friendly note.
for example:
? every Saturday morning all supervisors in my
plant must meet and report on the clean ? up
of their individual shop floors. All reports must
be submitted by afternoon.?
Uses / Functions of Memo
? To provide information
? To issue an instruction
? To convey a policy decision
? To offer suggestions
? To record / report an agreement
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
Persuasive Letters/ Persuasive Message
? Persuasion is used when we suspect
the reader will not be ordinarily
interested in the message and the
action to be taken.
? In such cases, the writer uses the
device of starting from something
unexpected or unknown.
The persuasive pattern involves the
following sequence of ideas;
1. The opening sentence : persuasive
letter catches the readers attention
by saying one of these words,
? A statement of fact
? A remedial measure to a problem
? A special product or scheme or plan
feature
Continued?
2) The middle section of the persuasive
letter gives detail of the product,
scheme or whatever is going to be
promoted.
3)After arousing the reader?s interest in
the proposal request.
4)The last paragraph tells about the
reminder to reader about the specific
benefit.
WRITING MEMO
? Memos are frequently written to the people
within the organization / office to communicate
routine matters.
? A memorandum often referred as memo, is a
form used by a person known to the receiver
personally.
? Therefore, it is less formal in tone and does not
have formal elements such as the salutation,
subscription, greetings or even signature at the
end.
FORMAT OF MEMO
From????.. Subject????
To??????. Date?????
Alternatively, it can have the following format:
To___________ Date__________
From_________
Subject________________________________
HOW TO WRITE A MEMO
? A memo addresses the subject under the
discussion immediately.
? Its normally written in the friendly note.
for example:
? every Saturday morning all supervisors in my
plant must meet and report on the clean ? up
of their individual shop floors. All reports must
be submitted by afternoon.?
Uses / Functions of Memo
? To provide information
? To issue an instruction
? To convey a policy decision
? To offer suggestions
? To record / report an agreement
THE ORIGINAL MEMO
TYC
May 12, 2008
To : Lab Personnel
From : Sushil Kumar
Subject: Final Report requirements
Beginning Monday, December 19, all our final report must indicate:
1.Test Results
2. Dimensions in metric terms
3. Photos in proper order
4. The distribution list
5. Complete formulas
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
Persuasive Letters/ Persuasive Message
? Persuasion is used when we suspect
the reader will not be ordinarily
interested in the message and the
action to be taken.
? In such cases, the writer uses the
device of starting from something
unexpected or unknown.
The persuasive pattern involves the
following sequence of ideas;
1. The opening sentence : persuasive
letter catches the readers attention
by saying one of these words,
? A statement of fact
? A remedial measure to a problem
? A special product or scheme or plan
feature
Continued?
2) The middle section of the persuasive
letter gives detail of the product,
scheme or whatever is going to be
promoted.
3)After arousing the reader?s interest in
the proposal request.
4)The last paragraph tells about the
reminder to reader about the specific
benefit.
WRITING MEMO
? Memos are frequently written to the people
within the organization / office to communicate
routine matters.
? A memorandum often referred as memo, is a
form used by a person known to the receiver
personally.
? Therefore, it is less formal in tone and does not
have formal elements such as the salutation,
subscription, greetings or even signature at the
end.
FORMAT OF MEMO
From????.. Subject????
To??????. Date?????
Alternatively, it can have the following format:
To___________ Date__________
From_________
Subject________________________________
HOW TO WRITE A MEMO
? A memo addresses the subject under the
discussion immediately.
? Its normally written in the friendly note.
for example:
? every Saturday morning all supervisors in my
plant must meet and report on the clean ? up
of their individual shop floors. All reports must
be submitted by afternoon.?
Uses / Functions of Memo
? To provide information
? To issue an instruction
? To convey a policy decision
? To offer suggestions
? To record / report an agreement
THE ORIGINAL MEMO
TYC
May 12, 2008
To : Lab Personnel
From : Sushil Kumar
Subject: Final Report requirements
Beginning Monday, December 19, all our final report must indicate:
1.Test Results
2. Dimensions in metric terms
3. Photos in proper order
4. The distribution list
5. Complete formulas
DO IT YOURSELF
Assume that you are the manager of ABC
company Ltd, write a memo to all your
employees regarding misuse of office
telephones.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
Persuasive Letters/ Persuasive Message
? Persuasion is used when we suspect
the reader will not be ordinarily
interested in the message and the
action to be taken.
? In such cases, the writer uses the
device of starting from something
unexpected or unknown.
The persuasive pattern involves the
following sequence of ideas;
1. The opening sentence : persuasive
letter catches the readers attention
by saying one of these words,
? A statement of fact
? A remedial measure to a problem
? A special product or scheme or plan
feature
Continued?
2) The middle section of the persuasive
letter gives detail of the product,
scheme or whatever is going to be
promoted.
3)After arousing the reader?s interest in
the proposal request.
4)The last paragraph tells about the
reminder to reader about the specific
benefit.
WRITING MEMO
? Memos are frequently written to the people
within the organization / office to communicate
routine matters.
? A memorandum often referred as memo, is a
form used by a person known to the receiver
personally.
? Therefore, it is less formal in tone and does not
have formal elements such as the salutation,
subscription, greetings or even signature at the
end.
FORMAT OF MEMO
From????.. Subject????
To??????. Date?????
Alternatively, it can have the following format:
To___________ Date__________
From_________
Subject________________________________
HOW TO WRITE A MEMO
? A memo addresses the subject under the
discussion immediately.
? Its normally written in the friendly note.
for example:
? every Saturday morning all supervisors in my
plant must meet and report on the clean ? up
of their individual shop floors. All reports must
be submitted by afternoon.?
Uses / Functions of Memo
? To provide information
? To issue an instruction
? To convey a policy decision
? To offer suggestions
? To record / report an agreement
THE ORIGINAL MEMO
TYC
May 12, 2008
To : Lab Personnel
From : Sushil Kumar
Subject: Final Report requirements
Beginning Monday, December 19, all our final report must indicate:
1.Test Results
2. Dimensions in metric terms
3. Photos in proper order
4. The distribution list
5. Complete formulas
DO IT YOURSELF
Assume that you are the manager of ABC
company Ltd, write a memo to all your
employees regarding misuse of office
telephones.
DO IT YOURSELF
Assume that you are Mr. Sanjay, Managing
Director of ? Connect Telecom? ( a cellular
company), write a letter ?persuasive letter? to
your customer about introduction of your new
tariff plans.
FirstRanker.com - FirstRanker's Choice
UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
Persuasive Letters/ Persuasive Message
? Persuasion is used when we suspect
the reader will not be ordinarily
interested in the message and the
action to be taken.
? In such cases, the writer uses the
device of starting from something
unexpected or unknown.
The persuasive pattern involves the
following sequence of ideas;
1. The opening sentence : persuasive
letter catches the readers attention
by saying one of these words,
? A statement of fact
? A remedial measure to a problem
? A special product or scheme or plan
feature
Continued?
2) The middle section of the persuasive
letter gives detail of the product,
scheme or whatever is going to be
promoted.
3)After arousing the reader?s interest in
the proposal request.
4)The last paragraph tells about the
reminder to reader about the specific
benefit.
WRITING MEMO
? Memos are frequently written to the people
within the organization / office to communicate
routine matters.
? A memorandum often referred as memo, is a
form used by a person known to the receiver
personally.
? Therefore, it is less formal in tone and does not
have formal elements such as the salutation,
subscription, greetings or even signature at the
end.
FORMAT OF MEMO
From????.. Subject????
To??????. Date?????
Alternatively, it can have the following format:
To___________ Date__________
From_________
Subject________________________________
HOW TO WRITE A MEMO
? A memo addresses the subject under the
discussion immediately.
? Its normally written in the friendly note.
for example:
? every Saturday morning all supervisors in my
plant must meet and report on the clean ? up
of their individual shop floors. All reports must
be submitted by afternoon.?
Uses / Functions of Memo
? To provide information
? To issue an instruction
? To convey a policy decision
? To offer suggestions
? To record / report an agreement
THE ORIGINAL MEMO
TYC
May 12, 2008
To : Lab Personnel
From : Sushil Kumar
Subject: Final Report requirements
Beginning Monday, December 19, all our final report must indicate:
1.Test Results
2. Dimensions in metric terms
3. Photos in proper order
4. The distribution list
5. Complete formulas
DO IT YOURSELF
Assume that you are the manager of ABC
company Ltd, write a memo to all your
employees regarding misuse of office
telephones.
DO IT YOURSELF
Assume that you are Mr. Sanjay, Managing
Director of ? Connect Telecom? ( a cellular
company), write a letter ?persuasive letter? to
your customer about introduction of your new
tariff plans.
DO IT YOURSELF
1. Imagine that you are the sales manager of a
shoe manufacturing firm that supplies shoes to
various department stores. A regular customer
of yours enquires about a particular model of
shoe which is not in stock.
write a persuasive letter offering an
alternative model as your objective is not to
loose the customer.
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UNIT ? 4
BUSINESS LETTERS
AND
REPORTS
? Business Letters and Reports
? Media Management
? Group Communication
? Meeting Documentation
OUTLINE
? Introduction to business letters
? Types of Business Letters
? Writing routine and persuasive letters
? Positive and Negative messages Writing Reports:
Purpose, Kinds and Objectives of reports
Organization & Preparing reports
? short and long reports
? Writing Proposals: Structure & preparation
? Writing memos
INTRODUCTION
? Communication through exchange of letters
is known as CORRESPONDENCE.
? Correspondence can be ?Personal? or ?Business
Correspondence?.
? A business writes and receives letter from the
customers and suppliers in normal course of
business.
Definition:
? Business Letter may be defined as a media or
means through which views are expressed
and ideas or information is communicated in
the process of business activities.
MEANING:
? Business Letters refers to all kinds of
letters that are used in conducting
different types of business transactions
with the outside world.
NEED FOR BUSINESS LETTERS
? Acts as representative
? Provides information
? Provides value
? For future reference
? Provides goodwill
? To propose ideas
? Provides enlargement to business
FUNCTIONS OF BUSINESS LETTERS
? Promotional functions
? Informational functions
? Legal functions
? Good will functions
STANDARD PARTS AND STRUCTURE OF BUSINESS LETTERS
2) DATE
1) LETTER HEAD
3) INSIDE NAME AND ADDRESS
4) SALUTATION
5) MESSAGE
6) COMPLIMENTARY CLOSURE
7) SIGNATURE AND
DESIGNATION
8) COPY NOTATION
9) POST SCRIPT
5) SUBJECT LINE
1. Heading/Letter Head
This includes organization?s Name, Full address,
telephone no., fax and E?mail.
e.g.
HI. Tech Graphics
513, Circular Road
Bangalore ? 560001.
?Serving your needs sience?1990?
Phone:? 080?2345963
E?mail ? sale@tech.com
2. Date
This includes date, month and the year, which
can be written as:?
American format: ? June 3, 2009.
British Format: ? 3 June, 2009.
3. Inside Address
This part is identify the receipt (To whom letter is been written). It
includes Name of a person/post in an organization or specific
department, street address or post box no. city and state name
along with postal code.
e.g.
The General Manager
Lion Industries Limited
East Patel Nagar
Andheri? East.
Mumbai ? 400001
4. Salutation.
It you do not know specific name the salutations would be:?
Dear sir/ Dear Madam.
Dear Colleagues,
To All Sales Reps.
To Whom It May Concern:
Dear students.
If you do not know gender, salutation would be as:?
Dear B.M. Patel
Dear Sheetal Sharma.
If you know the First/Last Name, Salutations would be as:?
Dear Mr. Gupta
Dear Ashok
It you are writing to a higher authority level, salutation will be as:
Respected sir/Madam
Respected Principle sir.
5. Subject Line
This element lets the recipient know at a glance,
what a letter deals about.
e.g.
Subject: ? Information regarding inspection.
6. Message
The Main part of business letter, which informs the
reader about the message.
The first part will have general introduction to the
subject. Second part deals with main matter and
last part will include closing.
7. Complimentary Close :?
This element is a single word or phase as:?
Yours Faithfully,
Yours sincerely,
Yours sincerely/Kind Regards,
Respectfully
Yours/yours obediently,
8.Copy Notation
This indicates who is receiving a courtesy copy
(CC) or complimentory copy. Some companies
indicates copies made on a photocopier (PC)
or may use recipients are listed in the order of
rank or alphabetical order.
CC: Charles Mathew
PC: Lena Madan
C: Rahul Bhatt
9.Post Script
Letters may also bear postscripts i.e. after thoughts
to the letter, to the message that require emphasis
or personal notes. Postscript is usually last item on
any letter and may be preceded by P.S or PS or
nothing at all. Second thought will be written as
P.S.S.
Try to avoid postscript as they convey an impression
of poor planning.
e.g.
PS :? please instruct you office to give prior
information in case of not supplying water on a
particular day.
DO IT YOURSELF
? Write a letter to
Mr.Bharat Patel
Mahajan publication house
Gandhi road
Ahmadabad? 380014.
Requesting them to send the latest catalog and
price list of Management books.
DO IT YOURSELF
? Write a letter to
Mr. Prem Nair
Manager
Canara Bank
Bangalore? 001.
Requesting him to send the accounts statement of
your accounts by providing your accounts details .
Steps:?
? Identify your purpose
? Analyze your audience
? Collect data to support
? Organize your message.
Essentials of Effective Business Letter
? Keep readers interest in mind
? Tone should be correct
? Be sincere
? To the point
? Be consistent
? Use concrete words
? Persuasion
? Conciseness
? Salesmanship
? Positive and pleasant approach
Writing Routine Letter
? Letters neither please nor displease
but are received with interest are
known as ?routine letters?.
? Routine letter is further classified into
two types,
1) Routine claim letter
2) Routine Orders letter
1) Routine claim letter
? A claim is a demand or request for something
which one has a right to have.
? For example: Refund, Payment for damage
replacement, exchange and so on
2) Routine orders letter
? Routine order letters are normally used to
place the order for good and services and here
the idea is written in the beginning and the
details are given later.
Persuasive Letters/ Persuasive Message
? Persuasion is used when we suspect
the reader will not be ordinarily
interested in the message and the
action to be taken.
? In such cases, the writer uses the
device of starting from something
unexpected or unknown.
The persuasive pattern involves the
following sequence of ideas;
1. The opening sentence : persuasive
letter catches the readers attention
by saying one of these words,
? A statement of fact
? A remedial measure to a problem
? A special product or scheme or plan
feature
Continued?
2) The middle section of the persuasive
letter gives detail of the product,
scheme or whatever is going to be
promoted.
3)After arousing the reader?s interest in
the proposal request.
4)The last paragraph tells about the
reminder to reader about the specific
benefit.
WRITING MEMO
? Memos are frequently written to the people
within the organization / office to communicate
routine matters.
? A memorandum often referred as memo, is a
form used by a person known to the receiver
personally.
? Therefore, it is less formal in tone and does not
have formal elements such as the salutation,
subscription, greetings or even signature at the
end.
FORMAT OF MEMO
From????.. Subject????
To??????. Date?????
Alternatively, it can have the following format:
To___________ Date__________
From_________
Subject________________________________
HOW TO WRITE A MEMO
? A memo addresses the subject under the
discussion immediately.
? Its normally written in the friendly note.
for example:
? every Saturday morning all supervisors in my
plant must meet and report on the clean ? up
of their individual shop floors. All reports must
be submitted by afternoon.?
Uses / Functions of Memo
? To provide information
? To issue an instruction
? To convey a policy decision
? To offer suggestions
? To record / report an agreement
THE ORIGINAL MEMO
TYC
May 12, 2008
To : Lab Personnel
From : Sushil Kumar
Subject: Final Report requirements
Beginning Monday, December 19, all our final report must indicate:
1.Test Results
2. Dimensions in metric terms
3. Photos in proper order
4. The distribution list
5. Complete formulas
DO IT YOURSELF
Assume that you are the manager of ABC
company Ltd, write a memo to all your
employees regarding misuse of office
telephones.
DO IT YOURSELF
Assume that you are Mr. Sanjay, Managing
Director of ? Connect Telecom? ( a cellular
company), write a letter ?persuasive letter? to
your customer about introduction of your new
tariff plans.
DO IT YOURSELF
1. Imagine that you are the sales manager of a
shoe manufacturing firm that supplies shoes to
various department stores. A regular customer
of yours enquires about a particular model of
shoe which is not in stock.
write a persuasive letter offering an
alternative model as your objective is not to
loose the customer.
DO IT YOURSELF
2. Issue a memo to your employee, Mr. Arun of
your organization, Technosoft solutions,
regarding his late reporting to work inspite of
several repeated oral warnings.
You are Mr. Das MD of ABC Ltd.
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This post was last modified on 18 February 2020