02-02-2013, 01:03 PM
Letter Writing Skills
Letter Writing.ppt (Size: 907 KB / Downloads: 23)
Letter Writing Process
Prewriting- It involves audience analysis, purpose identification, scope determination and analysis of action desired.
Writing- it involves organizing the matter, outlining what needs to be written and writing the first draft.
Post Writing- once the draft has been written it should be revised, edited and evaluated
Parts of a Business Letter
Sender’s Address- right hand corner at the top. If writing on letterhead it may is not required.
Dateline
Reference- it is optional
Inside address- it is the receiver’s address including personal title such as Ms. , Mr. etc.
Subject-can be placed before or after the salutation.
Salutation- used to address the receiver. Should be as used in the address.
Body contains the message of the letter. It should be divided into three parts-
Business Letter Formats
Block format- all parts of letter is left aligned and paragraphs are not indented.
Modified Block format-date line, complimentary closure and signature are right aligned.
Semi Block format-similar to modified block format only that the paragraphs are indented
Simplified format- resembles modified block format except that salutation and complimentary close is omitted.
Effective style of good business letter-
Clarity- familiar, clear and simple words should be used so that message is understood by reader.
Courtesy- consideration should be shown towards reader to build goodwill.
Conciseness-business letter should be concise and correct.
Correct tone- manner or mood of expression.
Correct attitude- avoid negative attitude and tailor the letter to needs of reader.
Adjustment Letter
Adjustment letter is an attempt to satisfy an aggrieved customer who has potential to damage the goodwill of the company in the market.
Opening- open with appreciation of problem and thanking the customer for calling attention to the problem.
Body- apology should be expressed for inconvenience and a precise explanation with facts should be given. Result of investigation into complain and reasonable settlement should be offered.
Closing- with expression of goodwill.