BUSINESS COMMUNICATION

BUSINESS LETTERS AND REPORTS

Introduction to Business Letters

Business letters tend to be brief and to the point, they are generally formal in appearance and have a specific goal or purpose in mind. Here are some tips on creating a business letter.

TIPS OF WRITING A BUSINESS LETTER

Business letters are generally created in block style. This means that a business letter should be aligned to the left with no indented paragraphs. Every business letter should have the businesss letterhead or a typed out letterhead that consists of the name of the business, address and phone/fax.

TIPS OF WRITING A BUSINESS LETTER

Business letters should include an interior address (the full name, title and address of the person you are writing the letter to). You should also include a salutation. The body of a business letter should be brief and to the point. Immediately state the reason for writing your letter and make your request in a professional, business manner. Most brief business letters are at most 3 paragraphs long. However, your business letter can be as long or short as it needs to, keeping in mind that you are not wasting the readers time.

TIPS OF WRITING A BUSINESS LETTER

Business letters should include a complimentary closing. At the end of a business letter, you should leave space to sign your name and underneath the signature area type your name and title.

TIPS OF WRITING A BUSINESS LETTER

The Start Dear Personnel Director, Dear Sir or Madam: (use if you don't know who you are writing to) Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss) Dear Frank: (use if the person is a close business contact or friend)

TIPS OF WRITING A BUSINESS LETTER

The Reference With reference to your advertisement in the Times, your letter of 23 rd March, your phone call today, Thank you for your letter of March 5 th

TIPS OF WRITING A BUSINESS LETTER

The Reason for Writing I am writing to inquire about apologize for confirm

TIPS OF WRITING A BUSINESS LETTER

Requesting Could you possibly? I would be grateful if you could

TIPS OF WRITING A BUSINESS LETTER

Agreeing to Requests I would be delighted to Giving Bad News Unfortunately I am afraid that

TIPS OF WRITING A BUSINESS LETTER

Enclosing Documents I am enclosing Please find enclosed Enclosed you will find

TIPS OF WRITING A BUSINESS LETTER

Closing Remarks Thank you for your help Please contact us again if we can help in any way. there are any problems. you have any questions.

TIPS OF WRITING A BUSINESS LETTER

Reference to Future Contact I look forward to ... hearing from you soon. meeting you next Tuesday. seeing you next Thursday

TIPS OF WRITING A BUSINESS LETTER

The Finish Yours faithfully, (If you don't know the name of the person you're writing to) Yours sincerely, (If you know the name of the person you're writing to) Best wishes, Best regards, (If the person is a close business contact or friend)

Tone of writing
"Tone in writing refers to the writer's attitude toward the reader and the subject of the message. The overall tone of a written message affects the reader just as one's tone of voice affects the listener in everyday exchanges" Business writers should consider the tone of their message, whether they are writing a memo, letter, report, or any type of business document. Tone is present in all communication activities. Ultimately, the tone of a message is a reflection of the writer and it does affect how the reader will perceive the message.

Examples of Mis writing of letters

Dear Sir, As you may have heard, I am getting married on the xxx of April, xxxx. It is with this in mind that I am requesting a fifteen (15) day leave of absence. My fiance is able to combine a business trip to Europe with our honeymoon, and I would hate to miss this rare opportunity. I will be back at my desk, with my full attention to the sale department, as always, on the 28th of May, 1986. If you need any additional information, please contact me at extension 234, in the sales department.

Examples of Mis writing of letters

Dear Sir, I am requesting a leave of absence from June xx, XXXX to August XX, XXXX for the following reason. My physician has recommended that I refrain from working during this period in order that I obtain sufficient rest before and after the delivery of my child. While I was hoping to work two weeks longer than he suggested, I feel that I should defer to his judgment.

Examples of Mis writing of letters

Infosys, Bangalore : An employee applied for leave as follows: Since I have to go to my village to sell my land along with my wife, please sanction me one-week leave.

Examples of Mis writing of letters

This is from Oracle Bangalore: From an employee who was performing the "mundan" ceremony of his 10 year old son: "as I want to shave my son's head, please leave me for two days.."

Examples of Mis writing of letters

Another gem from CDAC. Leave-letter from an employee who was

performing his daughter's wedding:

"as I am marrying my daughter, please grant a week's leave.." From H.A.L. Administration dept: "As my mother-in-law has expired and I am only one responsible for it, please grant me 10 days leave."

Examples of Mis writing of letters

Another employee applied for half day leave as follows: "Since I've to go to the cremation ground at 10 oclock and I may not return, please grant me half day casual leave"

Examples of Mis writing of letters

6. An incident of a leave letter

"I am suffering from fever, please declare one day holiday."

Examples of Mis writing of letters

7. A leave letter to the headmaster: "As I am studying in this school I am suffering from headache. I request you to leave me today"

Examples of Mis writing of letters

8. Another leave letter written to the headmaster:

"As my headache is paining, please grant me leave for the day."

MEANING OF ROUTINE LETTERS

LETTERS WHICH NEITHER PLEASE OR DIS PLEASE BUT ARE RECEIVED WITH INTEREST ARE KNOWN AS ROUTINE LETTERS. EXAMPLES OF ROUTINE LETTERS ARE 1. REFUND/PAYMENT OF DAMAGES 2. REPLACEMENT 3. EXCHANGE 4. RESPONSE BY YES OR NO

Jim Smith, CEO, XYZ Company, North Avenue, New York. Mr. Smith,

Subject: Complaint about a TV set purchased on (date)

I would like to bring to your attention that the TV model (model) of XYZ company, serial number (serial number), which I purchased on (date) from (dealer) seems to have had a problem within a week of its purchase on (date).

The problem, he claims, is that the LED backlights have internally burned. I was told at the time of the purchase that in case of any faults with the TV I shall receive free replacement/servicing of the TV. I contacted the dealer for the same, but he told me that I will have have to contact the chief executive of the company directly.
I have attached a note from the dealer explaining the problem to you in better detail. I am writing this letter to you expressing the hope that you will reply as soon as possible with the possible course of action, whether you can service it or replace the TV altogether. Thanking You,

John

MEANING OF PERSUASIVE LETTER

WHEN YOU ARE WRITING A LETTER TO PLEASE THE RECEIVER AND INFORMING HIM IN SUCH A MANNER TO GET POSITIVE RESPONSE FOR SOMETHING WHICH IS UNEXPECTED OR UNKNOWN INTRODUCED. EXAMPLE: TELLING ABOUT A NEW PRODUCT, TELLING ABOUT ANY CHANGE IN MARKETING SYSTEM OF COMPANY, INVESTMENT SCHEMES ETC TO THE READER OF LETTER.

 To, Mr. Smith, XYZ Corp. Respected Mr. Smith, How long has it been since you and your spouse had a really good time? How long has it been since you last took a week off to enjoy the more beautiful things in life? How long has it been since you saw the sea, basked in the sun during the day and gazed at the stars at night? We thought it's been a long time too.

At ABC Cruise we are offering very few select people an offer to stay on board our cruise for a week, in the lap of luxury like no other in this world. We will pamper you and indulge your every little desire. We will ensure that you and your spouse get a lovely time together and get a bit of romance going! And that too at a 50% discount over our normal rates! Hard to say no, isn't it?
Regards, ABC Cruise Vacations.

MEMORANDUMS
MEMO IS A FORM USED BY PERSONS KNOWN TO THE RECEIVER PERSONALLY. THEREFORE MEMO IS LESS FORMAL IN TONE MEMOS DO NOT INCLUDE SALUTATION, SUBSCRIPTION, GREETING, OR EVEN SIGNATURES AT THE END. IT DIRECTLY STATES THE SUBJECT AFTER FROM AND TO NAME.

POINTS TO BE FOLLOWED WHILE WRITE A MEMO

GIVE NECESSARY AND SUFFICIENT INFORMATION. DO NOT ASSUME EVERYONE KNOWS EVERYTHING RELATED TO ISSUE DISCUSSSED IN THE MEMO. EXPLAIN THE CAUSE OF PROBLEM OR REASON FOR CHANGES BEING SUGGESTED. BE CLEAR,CONCREATE AND SPECIFIC BE PLEASANT RATHER THAN ORDER ASK FOR FEEDBACK OR SUGGESTION

USES OF MEMO
TO PROVIDE INFORMATION TO ISSUE AN INSTRUCTION TO CONVEY A POLICY DECISION TO OFFER SUGGESTION TO RECORD / REPORT AN AGREEMENT

Memorandum

To, All staff of (Company Name)

From, Name Desg Date: Subject: Professional etiquette on usage of electronic device during meeting. Nowadays we use electronic devices such as mobile phone in daily life, both in personal and professional capacity. Wilst we are aware that usage of these devices during meeting could be work related; it may distract your fellow colleagues or other participants attention as well as the productivity of the said session. With immediate effect, all staff are hereby reminded to adhere to following professional antiquates on following usage of electronic devices by exercising due care in managing these devices as follows: Mobile phones or blackberry should be switched off or put on silent mode before the commencement of the session. In the event that an usual or emergency situation that requires your immediate attention is anticipated, the said device may be placed in vibration mode but pls do not leave it on table as it can disturb. Taking / making phone calls or sending/responding to text messages during secession should be avoided. As you all know, a lot of efforts is put into planning and organization such meeting and in order to ensure fruitful session. Lets all work towards embracing the right etiquettes and show of respect to the meeting secession.

REPORT
A REPORT CAN BE DEFINED AS A COMMUNICATION IN WHICH THE WRITER GIVES INFORMATION TO SOME INDIVIDUAL OR ORGANIZATION BECAUSE IT IS HIS/HER RESPONSIBILITY TO DO SO.

Purpose of a Report
To give info about comp plan, progress, activities and problems. To record events for future reference in decision making. To recommend specific action To justify and persuade readers about the need for action in controversial situation. To present facts to the management to help decide the direction the business should choose.

Steps of Business Reports

1. 2. 3. 4. 5. Define the problem Gather the necessary information Analyze the information Organize the information Write the report

Types of Reports.
Reports may be routine or special: Routine Letters a. Progress report b. Inspection report c. Performance report d. Appraisal report e. Periodical report

Types of Reports.
Reports may be routine or special: Special Letters a. FIR Report b. Investigation Report c. Feasibility Report d. Survey Report e. Project report

Writing Report
Cover letter head Title Page - Title indicating subject Terms of reference Details of Assignment, Purpose and scope of study Findings- collected fact and information Use of illustration- Report will be more clear and readable if explained with illustration like graph, chart, etc. Recommendation- are the proposals for action suggested by report writer or appointed members. Signature, Place, date

Writing Report
Long Report has something additional in it to make it more understandable: a. Table of content- given after title page. It is lit of chapters with name and page number. b. Acknowledgement- can be written in one para includes list of names who helped the writer with information, discussion. c. Appendix- Supporting documents like questionnaire, maps. d. Bibliography- list of books and articles used in the report.

 Specimen reports are available in Urmila rai book pg no 393 to 399.