Writing letters and application in today's business world.

1. Unit - 3

4.  Writing is the formal way of expressing our thoughts.
 Written communication is transmitted by written
words in the form of letters, reports, notices etc.
 It generally moves downwards.
 Written communication has great significance in
today‘s business world.

5.  Used to issue specific instructions and orders to the
subordinates
 It is the only way out when the message is quite
lengthy and it is not possible to convey all the points
through oral communication.
 It serves as a reliable record for future reference.
 It is more clear and specific
 Feedback is generally well thought out because the
receiver gets the sufficient time to understand and
evaluate the message.

6.  Written communication is time-consuming
 Feedback is not immediate
 If the message is poorly drafted, it may create
misunderstanding and confusion in the mind of the
receiver.
 If the receivers of the written message are separated
by distance and if they need to clear their doubts, the
response is not spontaneous.
 Once a written message has been dispatched, there is
little scope left for making amends for the inaccuracy
that may have crept into it.

7. The first task of writing effectively is to identify the purpose of the
communication. There are mainly two purpose of writing-
 To inform : When the writer seeks to give information and offer
to explain it, the writing is called informative writing. The focus
of informative writing is on the subject of the matter under
discussion. It presents the information and not opinions.
 To persuade: It aims at convincing the reader about the
matter. It expresses opinions rather than facts. It focuses on
the reader. Writer attempts to change the reader‘s
thinking, and bring it closer to his own way of thinking.
There has to be supporting evidence or facts to back the
writer‘s opinion or point of view.

8. Effective business writing meets five basic
principles :-
 Clear
 Complete
 Correct
 It saves the reader‘s time
 It builds goodwill.

9. Writing Skills
Amendment
Editing
First Drafting
Planning

10. In the initial phase of writing skill that is planning
which involves a close study or examination of the basic
elements of a message such as, purpose of
communication, medium, selection of thoughts, audience
analysis, statistics related to the message and to prepare the
message in an organized and meticulous manner. The
thought process should also be considered for planning.
The following 5 points deserve attention:-
i) object of communication
ii) audience analysis
iii) selection of thoughts
iv) collection of data and facts according to thoughts
v) to prove proper sequence of message.

11. ― Two of the most important positions in any business
message are the opening and closing paragraphs.‖
-- Murphy
Remember :
“ First impressions are lasting”.
&
“ We remember best what we read last ”.

12.  Here the contents of the first draft are prepared according to
which the thoughts are translated in words and words into
sentences are divided into paragraphs.
 The relevant facts and quotations are also incorporated to
substantiate the message which may be formal or informal.
 First draft can follow the following styles:
(i) Linear style
(ii) Circular style

13.  Linear Style : in this, the thoughts are assorted one after
the other.
 Circular Style : in this, the thoughts are presented in a
circular style which is more flexible and the facts are
juxtaposed simultaneously in this style.
While preparing the first draft, more emphasis should
be given to your style, tone and use of attitude(positive),
as it must help to establish credibility.

14.  It refers to an overhauling the draft by excluding the unwanted
or surplus or ineffective elements and including something
more viable.
 It also involves grammatical corrections along with the
collection of thoughts and their denotative or connotative
words are re-examined, the language re-structured before
giving any definite stage.
 The stage can also be termed as ―under-treatment‖ or
―rewriting‖.

15.  This is the final or concluding phase in the process and the
art of writing skill is a subject to rigorous analysis.
 In editing, it is reviewed and examined if any
shortcoming is left in the structure of the message. In this
condition, sentence formation, pronunciation or accent and
grammatical accuracy, etc., can be improved upon.
The following steps has to be taken care of :-
1. Use of pure and comprehensive vocabulary.
2. Use of strong words as far as possible.
3. Use of familiar but effective words.
4. Use of short words to minimize misunderstanding.
5. Editing
6. The subject matter be paragraphed.

16.  The answers to the following queries lead to an effective
writing:
1) Why to write?
2) For whom to write?
3) What to write?
4) Where to write?
5) When to write?
6) How to write?

17. The solution to the problems lies here under:
 Writing should be practical.
 Writing should be epigrammatic and terse.
 Unity in Writing.
 Precision cum concision in language.
 Comprehensive Writing.
 Avoid using undesirable words.
 Always use polite and courteous and familiar words.
 Avoid inflammatory or inciting language.
 Writing should be real and believable.
 Writing should be according to the subject.
 Writing must be brief.

18. WRITTEN BUSINESS COMMUNICATION

19.  ―Written business communication in the modern times
refers to letters, advertisements / memos, reports, speech-
writing and many other writing – activities.‖
 Few examples and means of written business
communication are given as here under :
1) Newspapers, magazines, bulletins, hand-books and
diaries.
2) Suggestions
3) Business journals
4) Organizational schedules
5) Standing orders, rules and regulation book
6) Teleprinter
7) Annual reports
8) Agenda, minutes, publications and reports, etc.

20.  Validity
 Compulsory need
 Stability
 Reality

21.  More effective than
personal contact
 Easy maintenance
 Redressal of grievance /
complaints
 Expansion of business area
 Multiple contacts
 More effective
 Goodwill
 Easy disapproval of
unpleasant message
 Creativity
 Inexpensive
 Proof

22.  Unity
 Emphasis
 Completeness
 Clarity
 Conciseness
 Accuracy

23.  In business communication, the sender should ensure that
he or she I communicating with you-attitude.
 You-attitude means conveying the message from reader's
point of view and emphasizing on the contents that reader
intends to know while showing him respect.
 You-attitude is a style of writing that -
 Looks at things from the reader‘s point of view.
 Respects the reader‘s intelligence.
 Protects the reader‘s ego.
 Emphasizes what the reader wants to know.
 You-attitude is a concrete way of showing empathy for the
reader.

24. 1) Talk about the receiver not about yourself
2) Do not talk about feelings
3) Use ―You‖ and ―We‖ more than ―I‖ in positive situation
4) Avoid ―You ‖ in negative situation.

25.  To bring accuracy, brevity, and clarity in the business
writing, following rules are recommended for the use of
words.
 Use simple and familiar words.
 Use positive words.
 Use short words.
 Use exact words and phrases.
 Avoid excessive use of jargons.

28.  Business correspondence is an instrument of decision
making in the business world.
 Business Correspondence is a link between people.
 It helps to reinforce professional exchange of
ideas, opinion and information.

29.  Business letters are important and indispensable part
of the business communication.
 Business letters are relied upon as one of the best
ways to ensure conveying of accurate as well as
detailed message.
 “A business letter is a typed out talk.”
 Like a person incapable of a good conversation proves
ineffective, similarly an unplanned letter fails to
deliver the message.
 Thus, writing like speaking is also an art.

30.  Record and reference:-
 Business letters works as a permanent records of dealing
with customers, suppliers and governments agencies and
serve as ready reference if further quarries arises.
 Evidence of contracts:-
 Act as valid document and evidence of the contracts
between two parties.
 A letter signed by managing director is an authentic proof.

31.  Public relations:-
 Business letters serve as formal as well as informal
business relations even without personal contacts.
 Helps in making goodwill and positive image of
company in front of customers, creditors and other
parties.
 Business in remote:-
 Letters also serve business in case of dealing with
person operating in remote area, where transport
and communication is not developed or distance is
too long to deal with economically.

32. PRIVATE LETTERS
GOVERNMENT
LETTERS
BUSINESS LETTERS

33.  Private letters are usually exchanged b/w
family members, friends and other near
and dear ones which do not strictly follow
any rules and regulations such as
father/son, brother/sister and other
relatives, etc.

34.  Business letters are those which are
written b/w business people for the
purpose of business, e.g., rate inquiry
letters, order for goods, letter for payment
of balance amount, etc.

35.  These are the ones which are written by
government employees or officials in
connection with some govt. affairs e.g.,
SDM, Deputy commissioner or any govt.
employee, etc.

36.  Record and Reference
 Evidence of Contracts
 Public Relations
 Business in remote
 Business Upliftment and Development
 Business Goodwill

37.  To encourage sales and purchase
 To establish contacts with new clients
 Resurrection dead (old)customers and revival of old
business relationships.
 To re-establish and pre-establish business connections.
 Service s after sales.
 Source of encouragement, inspiration and motivation to
business personnels.

38.  To establish goodwill in business.
 Recovery of old debit and credit.
 Redressal of grievances.
 Creating interest in business activities.
 Exploring new business avenues.
 Realization of outstanding payments.
 Making the job of touring salesmen easy.

39.  Letter behavior assists in business
 Letter behavior should be effective.
 Business letters are less expensive.
 Business letters – a written documentary testimony.
 Business letters – an advertising substitute.
 Making new contacts.
 Letter as a vehicle of expression of thoughts and
feelings.
 Easy confirmation of facts.

40. Quality related to
subject -matter
Quality related to
exterior form

41.  Clarity
 Continuity
 Compactness
 Correctness
 Conciseness
 Completeness
 Comprehensiveness
 Consideration
 Courtesy
 Creativity
 Cleanliness
 Effectiveness

42.  Paper for a letter
 Envelops
 Typing
 Aesthetic aspect
 Margin
 Tidiness
 New paragraph
 Uniformity
 Underline
 Enveloping the paper
 Stamping
 Dispatching

43. 1. Heading
2. Date
3. Inside address
4. Salutation
5. Reference
6. Body
7. Complimentary
close
8. Signatures
9. Reference initials
10.Enclosures.

44. 1) Heading : the heading of a letter consists of the printed
letterheads, mentioning the name of the company, its
address, telephonic and e-mail address, symbols and
trademarks.
2) Date : two or three lines below the letterhead, the date
when the letter was typed should be mentioned. This
serves an important reference for the future.
The date of the letter can be written in any of the following
ways:-
Telephone No. Fax No.
SUREKA TRADERS
Stockiest and Distributors of Rubber Chemicals
November 30, 2013; 20 July, 2013;
1st April, 2013; 10 January, 2014

45. 3) Inside Address : below the date line the inside address is
mentioned. It contains the name, title or division or
department (if any), mailing address or pin code of the
receiver.
4) Salutation : below the inside address the complimentary
greeting, which is called salutation is made on the right
or left side.
Mr. S.N.Narainswamy, Accountant,
Finance & Accounting Department,
Krishna Financers,
12, Sardar Patel Road
Hyderabad
Dear Sir / Madam
or
Sir / Madam
Dear Mr. Amit Sharma
or
Dear Ms. Anita
Used when there is a close relationship b/w two
parties.
used in case of more formal relations for e.g., writing
to superior officers, editor of newspapers, etc.

46. 5) Reference Lines : for inviting special attention to the
subject matter of the letter or singling out the person to
whom the letter is addressed reference line is inserted
below the inside salutation with word ‗Subject‘ or
‗Attention‘.
Mr. Manish Malhotra
Tirupathi, Rama Tower
Tilak Road, Hyderabad
Subject : Supply of 60 Engines.
Or
Dear Sir,
Finance Department,
Punjab Tractors Limited,
Phase II, Mohali
Attention- Mr. Rajeev Tandon, Accountant

47. 6) Body : Body is the main part of the letter with preceding
and succeeding parts as its ancillaries. These ancillaries
are formalities, yet convey certain message.
The body of the letter starts two lines down the
salutation either in block style with no paragraphs,
indentation‘s or semi block style with indented
paragraphs. There is no hard and fast rule regarding
adoption of the style; any style can be applied.
7) Complementary Close : after the body of the letter,
complimentary close is typed whether on left or right
side of the letter. This is conventional and polite way of
ending letter.
Sincerely Yours sincerely
Truly Yours truly
Faithfully Yours faithfully

48. 8) Signatures : while typing the letter, two orthree lines
below the complimentary closures, are left blank for the
signatures of the writer in ink. Just below, his name and
designation are typed.
9) Reference Initials : below the name and designation of
the sender, the sender of the letter puts his initials, which
is called ‗Reference Initials.‘
10) Enclosures : this the certain material enclosed with the
letter for its indication. Enclosures are put at the end of
the letter.

49. 1) Full Block : in this, all lines – date, inside
address, salutation, paragraphs, complimentary
closure, are flush with left margin. It concentrates
too much on left rather than right. It is popular due
to its pleasant and informal look.
2) Block : in this, all lines – except date and
complimentary closure along with signatures (right
margin)are flush from left margin.

50. 23-87 Queens Boulevard
Bayside, New York 10022
June 7, 200X
South Bank
Billing Inquiries Division
1042 Broadway
New York, New York, 10032
Dear Sir or Madam:
Subject: Correction of incorrect bill
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Respectfully,
Charles Dalloway

51. FULL BLOCK FORMAT

52. 23-87 Queens Boulevard
Bayside, New York10022
June 7 2003
South Bank
Billing Inquiries Division
1042 Broadway
New York, New York, 10032
Dear Sir or Madam
:Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Respectfully,
Mr. Charles Dalloway

53. BLOCK FORMAT

54. 3) Semi Block : in this, (A) date and complimentary closure
along with signatures are flush with right margin, (B) inside
address & salutation are set flush with the left margin, and
(C) paragraphs are indented. It is most popular among
business world but requires extra typing
adjustment, compared with block format.
4) Simplified : in this like full block format all lines are flush
with the left margin but there is no salutation and
complimentary closures. it eliminate the gender specific
salutations [Sir / Madam]. Because of its simple and direct
form and quality of time saving, it is popular in Western
business world, but not in Indian business world.

55. 23-87 Queens Boulevard
Bayside, New York10022
June 7 2003
South Bank
Billing Inquiries Division
1042 Broadway
New York, New York, 10032
Dear Sir or Madam,
:Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
XxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
XxxxxxxxxxxxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
XxxxxxxxxxxxxxxxxxxxxxxxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
XxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Respectfully,
Mr. Charles Dalloway

56. SEMI BLOCK FORMAT

57. 23-87 Queens Boulevard
Bayside, New York 10022
June 7, 200X
South Bank
Billing Inquiries Division
1042 Broadway
New York, New York, 10032
CORRECTION OF INCORRECT BILL
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
CHARLES DALLOWAY

58. SIMPLIFIED FORMAT

59.  Enquiry letters
 Quotation & offers
 Orders & execution
 Circular letters
 Sales letters
 Complaint letters
 Adjustment letters
 Apologizing
 Status enquiry & credit letters
 Collection letters
 Bad news letters

60.  Writing business correspondence with banks does not require
any special training.
 A business house has to correspond with bank for the following
reasons :
 Opening account
 Procuring various loans or credit
 Opening letter of credit
 Stop payments
 Hypothecation of documents of titles to property, goods, life
insurance policy, etc.
 Honoring customers‘ cheques
 Collection of customers‘ cheques, bills, dividends, etc.
 Paying insurance premiums
 Providing facilities like online banking, internet banking
 Transferring money from one place to another, etc.

61.  Specimen letter for opening a current a/c.
 Specimen letter for opening a saving bank a/c.
 Specimen letter for stopping payment of cheque.
 Specimen letter for vehicle loan.
 Specimen application form for loan.
 Specimen letter asking for overdraft facility.
 Specimen letter from bank informing irregularities in loan.
 Specimen letter asking bank to cancel fixed deposit.
 Specimen letter asking bank to cancel the draft.
 Specimen letter to bank asking regulation of entries.
 Specimen letter asking bank to operate (activate) the saving bank a/c.
 And many more.

62.  In business, like private life, there are risks of many kinds-
death, accident, fire, storm, burglary, perils of sea, etc.
 Insurance is a mechanism of protecting and providing
financial security against these possible risks by spreading
the losses to many people. A pool is created by getting
small contributions called premiums from persons and out
of that a certain agreed sum is paid according to settled
terms and conditions in form of claim.
 The person seeking safety called Insured or assured, pays
premium to the insurer or underwriter- the Insurance
Corporation.

63.  Life Insurance
 Fire Insurance
 Marine Insurance
 General Insurance

64.  Life insurance (or commonly life assurance) is a contract between an
insured (insurance policy holder) and an insurer or assurer, where the
insurer promises to pay a designated beneficiary a sum of money
(the "benefits") in exchange for a premium, upon the death of the
insured person.
 Depending on the contract, other events such as terminal illness or
critical illness may also trigger payment. The policy holder typically
pays a premium, either regularly or as a lump sum. Other expenses
(such as funeral expenses) are also sometimes included in the
benefits.
 Life policies are legal contracts and the terms of the contract
describe the limitations of the insured events. Specific exclusions are
often written into the contract to limit the liability of the insurer;
common examples are claims relating to suicide, fraud, war, riot and
civil commotion.

65.  A fire insurance is a contract under which the insurer in
return for a consideration (premium) agrees to indemnify
the insured for the financial loss which the latter may suffer
due to destruction of or damage to property or goods,
caused by fire, during a specified period.
 The contract specifies the maximum amount , agreed to by
the parties at the time of the contract, which the insured can
claim in case of loss. This amount is not , however , the
measure of the loss. The loss can be ascertained only after
the fire has occurred. The insurer is liable to make good the
actual amount of loss not exceeding the maximum amount
fixed under the policy.
 The insurable interest in goods may arise out on account of
(i) ownership, (ii) possession, or (iii) contract.

66.  Marine insurance covers the loss or damage of
ships, cargo, terminals, and any transport or cargo by
which property is transferred, acquired, or held between
the points of origin and final destination.
 Cargo insurance — is a sub-branch of marine
insurance, though Marine also includes Onshore and
Offshore exposed property (container terminals, ports, oil
platforms, pipelines); Hull; Marine Casualty; and Marine
Liability.
 When goods are transported by mail or courier, shipping
insurance is used instead.

67.  General insurance or non-life insurance policies, including
automobile and homeowners policies, provide payments
depending on the loss from a particular financial event.
General insurance typically comprises any insurance that
is not determined to be life insurance. It is called property
and casualty insurance in the U.S. and Canada and Non-
Life Insurance in Continental Europe.