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BUSINESS CORRESPONDENCE WRITING
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WRITING PROCESS
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WRITING PROCESS
Brainstorm ideas
Decide exactly why you are writing Collect information
Decide if al the information you have
collected is relevant
Identify your audience Think about what your reader(s)
know(s)
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WRITING PROCESS
Order the content according to what
your reader knows
Put content into a logical sequence
Group ideas into paragraphs
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WRITING PROCESS
Write according to
your plan
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WRITING PROCESS
Check the document's layout is clear
Check the meaning of any words youare unsure of
Check your punctuation
Use your computer's spell-check
Check you have used plain English
Look for sentences that are too longor unclear
Rewrite sentences and paragraphs
Check grammar
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WRITING PROCESS
Ask a colleague to read through and
comment on your text
Leave the document aside and read it
again later
Re-order information to make it clearer
to the reader
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BUSINESS CORRESPONDENCE
Business correspondence includes:
+ Business letter
+ E-mails+ Memos
+ Faxes
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PRINCIPLES FOR BUSINESS CORRESPONDENCE WRITING
COMPLETENESS
Answer all questions asked
Give something extra, when desirable
CONCISENESS
Shorten or omit wordy expressions
Include only relevant statements
Avoid unnecessary repetition
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PRINCIPLES FOR BUSINESS CORRESPONDENCE WRITING
CONSIDERATION
Focus on You instead of I and We
Show reader benefit or interest in reader
Emphasize the positive, pleasant facts
Apply integrity and ethics
CONCRETENESS
Use specific facts and figures
Put action in you verbs
Choose vivid, image-building words
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PRINCIPLES FOR BUSINESS CORRESPONDENCE WRITING
CLARITY
Choose short, familiar, conversational words
Construct effective sentences and paragraphs
Achieve appropriate readability - and listen ability
Include examples, illustrations, and other visual aids when
desirable
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PRINCIPLES FOR BUSINESS CORRESPONDENCE WRITING
COURTESY
Be sincerely tactful, thoughtful, and appreciativeOmit expressions that irritate, hurt, or be little
Grant and apologize good-naturedly
Answer your mail promptly
CORRECTNESS
Use the right level of language
Include only accurate facts, words, and figures
Maintain acceptable writing mechanicsChoose nondiscriminatory expressions
Apply all other pertinent C qualities
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LANGUAGE IN BUSINESS CORRESPONDENCE WRITING
FORMAL
- old-fashioned letter
- impersonal
- a range of fixed expressions
- focus on politeness and accuracy
- layout is very important
INFORMAL
- for friends or those who know
each other well
- closer to spoken language
- abbreviations used
- short messages
- conversational expressions
- tolerant grammar/ spelling
mistakes
NEUTRAL
- clear and concise
- more personal but still polite
- short sentences (20 words)
- acceptable short forms
- some fixed expressions
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BUSINESS LETTERS - COMPONENTS
Letterhead or Heading
Date
Inside address
Salutation
Subject lineBody of the letter
Complimentary close
Signature
Postscript
Mailing Instructions
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BUSINESS LETTERS FORMAT, STYLE & FORMALITY
- BLOCK
- MODIFIED BLOCK
- MODIFIED SEMI-BLOCK
- SIMPLIFIED
- HANGING INDENTED
FORMAL
LANGUAGE
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SALES AND PROMOTION LETTERS
A sales and promotion letter is:
+ to persuade the readers to buy a product, try a service, support
some cause, participate in some activity
+ or to introduce yourself to potential customers
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SALES AND PROMOTION LETTERS
For an effective sales and promotion letter, it is advisable to:
+ get the readers attention
+ identify the problems the reader has
+ position your service/product as a solution to the problem
+ prove your service/product as a solution to the problem
+ give the reader an offer
+ make sure your service/product has a guarantee
+ tell the reader what to do
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SALES AND PROMOTION LETTERS
Get the readers attention
Body of the letter
Highlight the products appeal
Show the products applications
End with a call for action
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E-MAILS - COMPONENTS
+ Header - It contains information about the sender, the routing and
the time of the message. The header always contains a subject line to
indicates the purpose or content of the message
+ Message body, where you write your message
+ Signature, which identifies the sender. This part is optional and
must be set up inside of your email software
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E-MAILS FORMAT, STYLE & FORMALITY
+ BLOCK
+ FLEXIBLE FORMAT (but it
should look formal and
businesslike)
FORMAL
OR
NEUTRAL
LANGUAGE
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E-MAILS BASIC RULES
+ Specify your business subject as precisely as possible in
the subject line. Accurately stating your business up front
avoids having your message confused with SPAM.
+ Get to the point.
+ Length is another factor to consider. The paragraphs
should be no more than three sentences long.
+ Use reader-friendly typefaces and formats.
+ Spell check!
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E-MAILS PROS & CONS
PROS CONS
Fast & easy to deliver
Tone: personal
Reach many readers
Save in a file
Easy to replyInexpensive
Be forwarded easily
Allow off-site workers to
collaborate on projects
Questionable appropriateness
Flexible format
Not completely secure &
confidential
No real original signature
Short messages
Computer connected to
internet required
Accidentally forwarded
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INQUIRY LETTERS
A letter of inquiry is a request for information that the writer
believes the reader can provide. Regardless of its subject,
the objective is to get the reader to respond with an action
that satisfies the inquiry.
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INQUIRY LETTERS
A letter of inquiry should follow some basic rules:
It states exactly what information the writer wants.
It indicates clearly why the writer must have this information.
It specifies when the writer must have the information.
It includes the writers personal information and contact for
later reply.
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INQUIRY LETTERS
Tell what you want
Body of the letter
State why you contact the recipient
Specify the inquiry
Add personal contact for a later reply
End with a polite & special thank
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ORDER LETTERS
An order letter is a straightforward notice to inform a
seller that you want to purchase a product or a service.
An effective order letter should be clear, precise, and
accurate.
The write must double-check the sellers brochure,
catalog, or agency manual before writing an order letter.
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ORDER LETTERS
Describe the product/ service
Body of the letter
Indicate the price
Specify shipping instructions
Include the date
Ask or suggest a method of payment
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