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 Art, Importance & Purpose of writing,
 Principles of effective writing,
 The 3*3 writing process,
 Business letter Phrases,
 Essential & Structure of an effective
business letter,
 Writing Routine, pleasant And
Persuasive letters,

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 Written Communication has great
significance in today business world.

 It is innovative activity of the mind.

 Butwriting is more unique and formal


than speech.

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speech came before writing.

Writingis more valid and reliable


than speech. But while speech is
spontaneous, writing causes delay
and takes time as feedback is not
immediate

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Preparing to Write
Before you create a written message,
consider the following questions to
help organize your thoughts.
 What is my purpose?
 What does my reader need to know about
the topic?
 How do I get the audience to take action?
 What is the one key point I want my reader
to remember?

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 Written communication usually
requires more thought & effort than
any other modes of communication.

 The important of written


communication in business is evident
by the plethora of forms, manuals &
materials that companies publish
each day.

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 Writing is must be concise,
informative & easy to read as both an
informative & instructional tool.

 Writing helps others give your


feedback.

 Writing is a essential job skill.

 Writing helps you understand how


truth is established in a given
discipline.
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There are four basic purpose of
writing

 Narrative writing: Writing tells a story


or relates a series of events.

 Descriptive writing: writing describes


a person, place or thing.

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 Expository writing: Writing gives
information or explains.

 Persuasive writing: Writing


attempts to convince someone to
do or believe something

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 Reasons for effective written
communications

 To provide information
 To request or persuade
 To document

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Advantages

Establish a permanent record


For proof of agreements
Encourage accuracy and logic
Convenience

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 Before you create a written message,
consider the following questions to help
organize your thoughts:

• What is my purpose?
• What does my reader need to know
about the topic?
• How do I get the audience to take action?
• What is the one key point I want my
reader to remember?

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 Orientation towards receiver.
 Usage of short & simple vocabulary.
 Usage of specific words.
 Preference of active voice to passive voice.
 Usage of action verbs.
 Clarity.
 Emphasis.
 Simplicity.
 Passion.

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 Prewriting
 Writing
 Revising

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 Analyze: Define your purpose. Select the
most appropriate form (channel). Visualize the
audience.
 Anticipate: Put yourself in the reader’s
position and predict his or her reaction to this
message.
 Adapt: Consider ways to shape the message to
benefit the reader, using his or her language.

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 Research: Collect data formally and
informally. Generate ideas by brainstorming
and clustering.

 Organize: Group ideas into a list or an outline.


Select the direct or indirect strategy.

 Compose: Write first draft, preferably on a


computer

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 Revise:Revise for clarity, tone, conciseness,
and vigor. Revise to improve readability.

 Proofread: Proofread to verify spelling,


grammar, punctuation, and format. Check for
overall appearance.

 Evaluate:Ask yourself whether the final


product will achieve its purpose.

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 Full-blockstyle; its normally used
for typing a msg, as it is
convenient for the typist to left
hand margin for all paragraphs &
other parts.

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 Semi-block style; the beginning of
paragraphs is not left aligned; only the lines
are left margined. The date is placed at the
center.Further, the closing,signature,name,&
title are placed and aligned at the center of
the page.

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 Simplified style; in the Simplified
style, the letter neither has a
salutation nor a complimentary close.
A subject line takes place of the
salutation. All the line begin from the
left margin in alignment.

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1) Keep Reader’s interests in mind
2) Be sincere
3) To the point
4) Be consistent
5) Conciseness
6) Salesmanship
7) Positive and pleasant Approach

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1) Letter head
2) Date
3) Inside name and Address
4) Courtesy Title
5) Salutation
6) Message
7) Complementary Closure
8) Signatures and Designation
9) Reference Initials
10) Enclosure and Copy Line
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 Letters that please the receiver are
called “good news” letters. Those that
neither please nor displease but are
received with interest are known as
“Routine” letters.

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 Letters that please the receiver are called
good-news or pleasant letters. The
common purpose of such letters is to
convey a friendly message that brings
positive response.

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 Persuasive is used when we suspect
that the reader will not be ordinarily
interested in the message and the
action to be taken.

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A memo is a short piece of writing generally used
by the officer of an organization for communicating
among them.

A memo is used for internal communication


between executive and subordinates or between
officers of the same level. It is inside the
organization.

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• To issue instructions to the staff,
• To communication policy changes to the staff,
• To give/seek suggestions,
• To request help or information,
• To conform a decision arrived at on the
telephones.
• To intimate granting/withholding permission
to do something
• To seek explanation on some matter of
conduct, etc.

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o From__________
o To___________

Or it can also be

o To_______
o From_______
o Subject______
o No dear Sir,& so on
o No yours sincerely, & so on

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o Brief

o Inexpensive

o Future Reference

o Convenient

o Less Time taken

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