Guidelines for Writing Effective Business Letters in Managerial Communication
Understanding the components and structure of business letters is essential in managerial communication. Basic principles emphasize clarity, tone, and reader focus. Writing strategies suggest concise paragraphs, strategic information placement, and action-oriented endings. Referencing the seven parts of a letter helps ensure a comprehensive approach for effective business correspondence.
- Business Communication
- Managerial Communication
- Business Letters
- Writing Strategies
- Effective Communication
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Department of MBA 1stSemester Subject Name Managerial Communication Subject Code - 18MBA16 Mr. Sreedhar.N Assistant Professor Module-4 Business Letters and Reports
Business letters Business Letters are also called Commercial Letters. It is the handwritten, typewritten, or printed. It is used for business correspondence. It is used to communicate with suppliers, customers, government departments, banks, insurance agencies, transporters, job-seekers and so on. It is unique piece of information
Basic principles Give importance to readers : reader s background, relationship, needs Keep to the point: clarity of objectives, outline Set the right tone: friendly & efficient Write important information first, should stand out a strong opening : gain attention, most End emphatically : polite and business-like note, summarize key points
Writing strategies State the main business / purpose / subject Keep paragraphs short Provide topic indicators Place important information strategically Focus on recipient s needs Give an action ending whenever appropriate
Components/ELEMENT/STRUCTURE 1.HEADING: The sender name ,address and contact details can be typed. 2.DATE : Date, name of the month and year .never write letter without date it show the write careless. Eg: 23 NOVEMBER 2017 or 23rdNov 2017 3.INSIDE ADDRESS: name of the firm or the individual to whom the letter is written .if you don t know the name begin with job title or departmental: (the sale manager ) .Use courtesy titles like (Mr., Miss,Mrs,Dr,Prof etc) 4.SUBJECT : it helps reader to immediately know what the letter is about.. 5. SALUTATION : complementary or greeting .it depends upon gender, position etc Eg: Dear Sir /Madam/ Dear Sales Manager 6.BODY OF THE LETTER: introductory paragraph, middle paragraph ,closing paragraph begins two spaces below the salutation contain
-Students are advised to go through the link provided. Seven parts of Letter https://www.theclassroom.com/the-seven-parts-of-a- letter-12084087.html Description : Alison Datko is a professional editor with experience as a journalist, writer and blogger. He has briefed about the components of the letter through the interactive session in US . This link is helpful to understand the depth of the topic at the international level.
7.Complimentary close : 2 space below the last lines of the body of the letter. Its an polite way of telling good bye. Eg: formal :respectfully, your sincerely Informal :warm regards best wishes 8.Signature and designation: Written below the complimentary close. It acts as a proof. 9.Enclosures : tells the reader to look into the envelope more Eg: enclosure :3/check #231for $5000 10. Copy : where other people are to receive a copy of the same letter, their names are noted either by their ranks or by alphabetically .Type cc before names if sending (carbon copy ) Pc for photo copy (to) Eg:cc :Raj,ram Etc
TYPES OF Business LETTERS Inquiry Letters Special Request Letters Sales letters Order Letters Complaint Letters Adjustment Letters Follow-Up Letter Letters of Recommendation Acknowledgment Letters Cover Letter Letters of Resignation
Inquiry Letters An inquiry letter asks for information about a product, service, or procedure. Businesses frequently exchange inquiry letters, Customers frequently send them to businesses. Three basic rules for an effective inquiry letter are to State exactly what information you want, Indicate clearly why you must have this information, Specify exactly when you must have it.
Letter of Enquiry XYZ, 2151 DVG Road Bangalore-560021 April 5, 2015 ABC Pvt Ltd. 64 Small Street Bangalore-560025 Dear Sir, With reference to your advertisement in the Deccan Herald dated April 3, 2015, I would like to have a copy your latest catalogue. I would appreciate it if you could send it at your earliest. Yours faithfully, XYZ
Special Request Letters Special request letters make a special demand, not a routine inquiry. When asking for information in a request letter, state Who you are, Why you are writing, Precisely what information you need, and Exactly when you need the information. If you are asking for information to include in a report or other document, offer to forward a copy of the finished document as a courtesy. State that you will keep the information confidential, if that is appropriate. Finally, thank the recipient for helping you.
Letter of Request Margaret King Hill Station Office Dublin, Ireland May 21, 2004 Re: Monday s Meeting PR Department Slates Company Dublin, Ireland Attention: Mr. Tom Jones Dear Mr. Jones, We would like to remind you about Monday s meeting. I am sure you understand the importance of this meeting, and thus request you to be at our office at 10 a.m. sharp. In case the time does not suit you, please call our office and fix a different time with my secretary. Please bear in mind the urgency of this meeting and try not to delay too much. Yours sincerely, Margaret King.
Sales letters A form of direct mail in which an advertiser sends a letter to a potential customer . As the sales letter typically sells a single product or product line Components of sales letters Introduction Body copy May be 4,8,16 page letters Contains testimonials- pictures and information about the products On the internet, the body copy may include embedded video or audio.
Sales Letter to Current Client Conclusion intended to get the customer to commit to purchasing the product or service. Graphic design part of the branding- images, format layout, line spacing etc.
Sales Letter to Current Client August 17th 2010 MACRO Associates, Texas, Missouri. Dear Sir, We are appreciating you for your service to this industry by regular purchase of Car tires from our Company in wholesale since last four years. We are thanking you for the confidence kept in our product and the continuous business support you have been giving us. It my believe that we both will never make any compromise in quality of the products and you will also not face problem regarding our on time delivery services. We are taking extra care for the quality of our product and we have set up new machine tools for the same. We are also giving training to our staff members so that we can serve you in more better way. We are expecting that your assistance will continue like this in future also. We promise you to continue with our quality, quantity and delivery time assurances. Once again wishing you all the success in all your future activities! Yours truly, Mr. Charles John Senior Sales Manager, MRF Tires
Business Reports- Definition Logical presentation of facts and information Orderly arrangement of some factual information Compilation of information that has been sought, collected, organized and written to convey a specific message.
Video Link Business Reports Structure https://study.com/academy/lesson/writing-a- business-report-structure-examples.html
Business Reports Characteristics Accuracy : In Both Information And Writing : Factual Information, Reliable Sources, Accuracy In Reporting, Accuracy In Writing Objectivity: Free From Personal Prejudices : Distinguish Between Facts And Opinions. Present Both Positive And Negative Information Simplicity Completeness Brevity Readability Logical Content
Business Reports Writing Steps Be Clear With Purpose And Scope Determine Audience Collect Information Analyse Data Identify Solutions/OUTLINE AN REPORT Organize The Report
Kinds of writing report 1. Formal Reports : Methodical structure and communicate knowledge to internal and external leaders It contain a title page, cover letter, table of contents, list of tables and illustrations, executive summary, an extensive body and references. The title page lists the name of the report, date of completion and name of author or company 2.Semi-Formal Reports: A semi-formal report, also called a titled document, is a shorter, less complex version of a formal report. Semi-formal reports typically have multiple pages including a title page, introduction page, a body and references. 3. Informal reports: An informal report is usually in the form of a person to person communication. It does not follow the rules and procedure directed by an organization.
3.Memos : A memo, short for memorandum, is a type of routine report an organization prepares for internal communication purposes. It is impersonal and objective in its tone, and its length ranges between a sentence or two to several pages. Most memos begin with background information, including information on the sender, receiver, the date, subject and location in case the memo refers to an event. A memo is the most informal type of report format. 4.Letters This are usually one-page documents used for external communication purposes. They are in block form and include standard features of letters, such as the sender s address, receiver s name and address, date, salutation, body, acknowledgment and sender s signature. Letter reports normally are typed on a company letterhead.
6.Informational or Analytical Report? An informational report informs or instructs and presents details of events, activities, individuals, or conditions without analysis. E.g. Police accidental FIR report An analytical report presents information with a comprehensive analysis to solve problems, demonstrate relationships, or make recommendations. E.g. H1N1 disease- noting symptoms, disease progression, treatment and so on. 7.Routine Reports Reports made by filling in a printed form 8.Progress Reports Reports on the progress & status of the project .
Types of reports Type Function Laboratory Report Communicate the procedures and results of laboratory activities Research Report Study problems scientifically by developing hypotheses, collecting data, analyzing data, and indicating findings or conclusions Field Study Report Describe one-time events, such as trips, conferences, seminars, as well as reports from branch offices, industrial and manufacturing plants Progress Report Monitor and control production, sales, shipping, service, or related business process Technical Report Communication process and product from a technical perspective
Financial Report Communication status and trends from a finance perspective Case Study Represent, analyze, and present lessons learned from a specific case or example Benchmark Report Establish criteria and evaluate alternatives by measuring against the establish benchmark criteria Examination Report Report or record data obtained from an examination of an item or conditions, including accidents and natural disasters Literature Review Present summaries of the information available on a given subject
Minutes of meeting Minutes, also known as protocols or, informally, notes, are the instant written record of a meeting or hearing. They typically describe the events of the meeting and may include a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues.
Types of minutes of meeting 1.Verbatim minutes(word-for-word records of what was said)For any type of meeting at which every word that was said must be captured usually a legal context, at the advice of legal counsel. 2.Minutes of resolution: only decision or resolution at meeting are recorded 3.Minutes circumsatance leading to the resolution) of narration:( brief discussion and
Video link on Effective Minutes of Meeting https://www.youtube.com/watch?v=q5-B_FsXoyg Description : This link is helpful to learn how to take effective meeting notes in Microsoft OneNote . how to note down action items and ownership, how to take notes by hand and how to share notes after the meeting. Here is an updated tutorial on taking effective meeting minutes with OneNote :
