Communication Skills-I

Writing Skills
Learning Outcomes
 What properly addressed business
envelopes contain in it?
 Why business letters are written?
 What are standard and optional parts of
the business letter?
 What are the different types of business
letters?
Envelopes
 Return addresses of the senders should
be in the upper left corner of the envelop.
 The addressee’s address should be
placed on the envelop.
 Addresses should always be typed in
block letters.
Envelopes
 Information in the address should be listed
in following order:
 Name and Title of the receiver
 Name of department
 Name of organization
 Street Address
 City
 Country
Business letters
Business letters are written for many reasons:
 To Initiate action
 To Inform
 To Request
 To Persuade.
Steps to a successful business
letter
 To write a successful business letter follow
these steps:
 Determine the purpose of your letter.
 Write a plan.
 Draft and redraft the letter.
 Edit and proofread.
Standard parts of the letter
 Most business letters have the following
parts:
1. Heading, Letterhead and date
2. Inside Address
3. Salutation
4. Body
5. Complimentary Close
6. Signature Area
7. Reference Section
Optional parts of the letter
 Attention Line
 Subject Line
 Enclosure Notation
 Copy Notation
 File or Account Number
Types of business letter
 Letter of inquiry
 Response to letter of inquiry
 Purchase orders
 Sales letter
Letters of inquiry
 Provide a clear, specific question.
 Give a reason for the inquiry.
 Are polite, but not servile.
Response to letter of inquiry
 Use standard letter layout.
 Always use a subject heading.
 Begin by referring to the original inquiry
(be specific).
 Start with ‘Thank you for your inquiry …’
 Detail action you have taken in response to the
inquiry.
 If no action has (yet) been taken, still respond
immediately to the inquiry.
Purchase orders
 Follow standard letter layout.
 Provide specific and complete information.
 Provide information about an acceptable
alternative.
 Give full instructions for delivery.
 Provide payment details.
 Start with ‘Please …’
Sales letters
 Sales letters are different to other
business letters.
 They have two purposes: information and
advertising.
 Letters have to be persuasive but not
aggressive.
 A follow-up letter may be needed after a
certain period of time.