What ever we write, if we do not say from our heart, it is never Right. So, you make a Memo, Circular, Business letter or Love letter - Wright what is Right, feel the words that you write. Imagine the person who is going to read it and put down the emotion on paper.. and see the Magic.

1. Letter Writting
by Vivaan Consultancy & Advisory Services

2. 2
Method of Communication
Individual
Verbal Non Verbal
Spoken
Written
Body Language
Emotion /
Vibration

3. 3
Written Communication
• Helps you some times to express better.
• Gives you time to think and reply.
• You can review & correct your self.
• The idea / thought shared can be stored.
• Less chance that person turn hostile.
• The receiver can read and re-read to
understand better without embarrass-
ment.

4. 4
Ten Small Steps for letter writting
1. KISS
2. Language of Audience
3. Be Specific & Clear in the thought & message
4. Write as you are speaking.
5. Limit your word, Sentence & Paragraph.
6. It is not Man's World - Take care of Gender use.
7. Mind your language - Watch the tone of Letter.
8. Know what you want from the letter.
9. Why I should read your letter - Reason.
10.Construction of Letter.

5. 5
1. KISS
Keep It Short & Simple.
• Do not use long sentence and complex words.
The reader loose the interest. He may not get
wha he want.
• Example : We have received your email today and have
read it and forwarded to our technical department for
study. They will evaluate the spec. and reply back to us. I
will then reply back to you.
• Re-Written : Thank you for your email. We will reply in
2days once we receive confirmation from our tech. dept. If
you have any target date please let me know. ** extra
information is being asked.

6. 6
2. Language of Audience
• Try to avoid Jargon, Slangs & Tech.
terms.
• Avoid using abbreviation, they can
confuse.
• Use language - easy to understand for
reader.
• Example: Thanks for your mail. We have fwd your email
to our R&D they would examine the same and then after
we can get back to you.
• Re-Written : Thank you for your email. We will reply in
2days once we receive confirmation from our tech. dept.

7. 7
3. Specific and Clear message
• What has happened?
• What is going to happen? What next?
• How it will happen?
• When it will happen?
• Who will do it?
Your letter should be a story and not a
Suspense thriller where reader start
think what NEXT.

8. 8
4. Write as you speak
Depending on the relationship with the
reader.
Memo / Circular / Notice
• Needs authority and Distance.
Introduction / 1st time communication.
• Self explaining, firm, informative, formal.
Regular Customer / Co-worker
• Friendly, informal, quick.
Friends and family.
• Friendly, informal, intimate, expressive.

9. 9
5. Word, Sentence & Paragraph.
Word
• Use Kiss words. Short and Simple
Sentences
• 10 to 15 words = 1 Sentence
• It should be complete & meaningful.
Paragraph
• 2 to 3 Sentence = 1 paragraph.
• Every paragraph should carry 1
thought / message.

10. 10
6. It is not Man's World
- Take care of Gender use.
Some time you could insult or hurt the feelings.
• Take care before addressing - Dear SIR.
• In case of confusion - Dear Name.
• Take care writing his / her in letter.
• If you are confused use plural - their / them
Example :
Your accountant has not send letter. Please
remind him.
Re-Written :
Your accounts department has not sent letter.
Please remind them.

11. 11
7. Mind your language
- Watch the tone of Letter.
• Selection of words and construction of
sentence will express your feeling.
• Every email/letter tells a story about
writer.
• Use soft words and make polite
sentence.
• Tone must be positive and assertive.
• Tone of letter decides the mental distance
between the writer and reader.
Next slide give some example...

12. 12
Same message different tone.
• Memo / Circular / Notice
We acknowledge your email. Your request is under review
and you shall be informed about our reply in short time.
Kindly bear with us.
• Introduction / 1st time communication.
We are in receipt of your email and thank you for same. It
is being studied by our technical team meanwhile, you can
study the attached catalog.
• Regular Customer / Co-worker
Thank you for your inquiry. Hope the business is great this
year. My technical team is already on the job, I hope to
reply back in 2days. Let me know about ABC project we
quoted. All the best.
• Friends and family.
Good to know from you & thank for mail Let my technical
team get back to me and I'll give you the feedback. May
be in 2days. Give regard to XYZ ( XYZ= brother, father,
mother, friend, wife)

13. 13
8. Know what you want
- from the letter.
• Letters are medium to develop relationship.
• Every writer wants reply to letter. But what?
• Guide the flow of letter to end you desire.
• Conclude, requesting reader to take next
action.
• Don't reply mechanically, add your personal
touch. This will keep ball rolling.
• Most letter contains only reply, thus end of
issue.
• Pick up the link form letter and take it to next
level. It will build relationship & the business.

14. 14
9. Why I should read your letter?
- Reason.
• Who dose it benefit ?
• How it will help reader.
• 80% mail are deleted
after reading 2 line.
• Is reader getting what
he want or expects.

15. 15
10. Construction of Letter.
• Every letter has Greeting and
signature.
• Letter is then divided in 3 basic parts.
1. Opening 10 to 20%
2. Body 75 to 80%
3. Closing 5 to 15%
The tentative space allocation is by the
rule of thumb. This keep matter
interesting.

16. 16
Greeting & Signature
• Start with Hello, How are you? if you
mean.
Do you care if - he would say i am bad,
and business is dull, my child fell from
stair and boss is asking to reduce cost.
• Starting with Good morning and
evening, is must when you call, never
when write.
• Signing off with Chao, See you, bye
are good for friends but not on
business letter.
some example on next slide...

17. 17
Ice breaker for professional
Generally, they are spontaneous & natural
based on situation and past discussion.
• We have visited your website/ blog/ article
/ advertisement and...
• It has been long time, having talking to
you.
• Hope you got the last shipment, any
news?
• Last time i called your office you were
busy on some project, hope we can now..

18. 18
Opening
• This is amount to 1st 10 to 20% of letter.
• It will decide if letter will be read or
deleted.
• It is must in any letter from 5 line or 500
line. Thus, it should be neatly worded.
• Introduction to issue mentioned in Body.
• Reference to past communication, if any.
• A small Hint to reader - What is expected

19. 19
Body
• The main part - that describes the
details.
• The matter / issue / thought / idea
should be divided in different
paragraph.
• Bullet and numbering is good way to
highlight specific points or steps.
• Start point should be past conversation
and end point should lead to pre-
decided intention of letter. ( Point 8).

20. 20
Closing
• Concluding part of letter Max 5 to 15%.
• Should take link from end of Body and end
politely with signature.
It could consist of :
• Summary of discussion in the Body.
• Decision / solution on issue for approval.
• Reconfirmation & agenda or future action.
• Link or scope to keep ball rolling....

21. 21
Example letter to cold client.
Dear Li,
It has been quite some time that i had word from you. Last time you
informed that you were on completion of the project. I am sure it has
been working well now.
You will be pleased to know some interesting development in our
product. These product improvement will definitely give you edge over
competitors and help you win larger share in the market.
We will quickly brief you some of feature. You can then visit our
weblike: xxxxxxx.com/yyyy.html.
1.
2. ( ASSUMED THAT THE BODY OF THIS LETTER IS LONGER)
3.
By the time you study the details and float in market, I would request
you to ask your assistant to brief me about few quotation we submitted
in last quarter. The status will help me to update myself. And if we are
loosing any order for which if we can help you, I will definitely take up to
my management.
Thanks for your co-operation and looking forward for some positive
development in near future.
All the best and reads,
Sameer Kachole

22. 22
Small email ..
Dear Li,
I hope you must have successfully commissioned the
project, last time you talked about.
We have some interesting product improvement that
would benefit you in your markets too.
They are mainly of performance and efficiency as well as
some user friendly feature. This web link will give you
details www.xxxx.com/yyy.
We always want to see our client have good business.
Can you arrange to send me attached file with status of
past offers. This will help me to check, if you are loosing
any order where we could help you in any way.
Thanks and looking for a good news soon.
Regards,
Sameer Kachole

23. Are you ready!!!
We hope we could communicated well.
If you think it was useful to you, Pleas send us email and let us
know what you want next.....this way we can know how you
communicate.
Vivaan Consultancy & Advisory Services
A501 Karmam Avenue, Opp Surya City,
Maninagar, Ahmedabad, Gujarat, India Pin 380008
Phone: +91 8141 270351 email:vivaanconsultant@gmail.com