Dr Aparna Rao August 2013

Writing for Business E-mails, Letters, Reports, SOPs, Meeting Documents etc4-Point PlanExamples IntroductionThank you for your letter of It was good to meet you again at last weeks conferenceAvoid starting letters with Further to

Details All the information that the recipient should know with respect to the subject

ExamplesConclusion (Action or Response)state action expected from recipientState action you will take as result of details providedPlease let me have complete details of the costs involved together with some sample menus.CloseSimple one-line closing sentence relevant to content of the messageI look forward to meeting you soon.A prompt reply would be appreciatedAvoid participial endings looking forward

ChecklistCore: Well-structured business documentSubject heading main gist of messageRefer to previous letter, contact, documentCompose central section in logical sequenceSeparate message into paragraphsConclude with action expected from readerOne-liner close, relevant to the situationProofread structure, language, contentYou attitude read final message as if you are the reader7 Deadly Sins With E-MailBounced messages error in addressMessages sent in a hurry you wish you could backtrackFrequent interruptions with constant flow of e-mailsMessages sent via e-mail when a telephone call would have been betterNo housekeepingPrivate/confidential messages via e-mail, regrettedMessages without greeting, sign-off, grammar, spelling, punctuation checkImportant Checks for E-mailsTime & DateSubject Line SMARTGreeting and Sign-offFormatting Use paragraphs, blank spaceClarity of Message Compose, proof-read, check from readers viewpointResponse Guide Reader about expected Response for the right Result

Important Checks for E-mailsTone Choosing the right words to strike the right tone To Those directly connected, will take actionCC only to people who need to be in the know, know each other and do not mind their e-mail ids being sharedBCC When contacts are not known to each otherAvoid - Avoid sloppiness language, hurried messages show lack of concern In case of prolonged exchanges, use the phone Avoid any formatting like using bold font, different font size, embedded images Attachments without prior information ask if they can receive large files as office mailboxes have limitationsReportsUse sub-headings to organise report into sectionsSections Title/Title pageTable of Contents Abstract formal reportsIntroductionDiscussionSummary & ConclusionsRecommendationsAppendix Internet Presence - WebsitesVisibility Listings on search enginesLink-ups with other sites with similar audiencesPress release announcing your website in local and national press and also trade-specific publications

Ensure visual appeal Browser good first impressionPackage information

Simple site navigation

Internet Presence -Websites Extras Links to relevant articlesFAQsContact information and commentsFreebies

Transparency and Approachability

Meetings DocumentationPreparatory Documents-

NoticeAgenda

Note: Important to ensure all members have information about discussion points so they come with necessary preparations

Meeting DocumentsPost Meeting -Minutes of Meeting

Types of MinutesVerbatim Minutes of resolutionMinutes of narrationPersonnel

Job ApplicationsResumes Functional, Chronological, Video etc.ReferencesRelevant Documents

Objective for all kinds of writing Making meaningTHANK YOUColours & CommunicationBlue loyalty wear blue for interviewsYellow flowers on the desk energizes, motivation