BUSINESS WRITING 2

INTRODUCTION
In this topic, you will be: Provided exposure to and practice in effective letter writing Introduced to various types of business correspondence e.g. letters of application, letters of enquiry, letters of complaint, etc. Given exercises to help you develop the vocabulary and grammatical skills needed to comprehend and write effective business letters.

WRITING BUSINESS LETTERS (BL) -Writing a good business letter requires careful planning and should never be written in haste. - A poorly written business letter can result in misunderstanding and put the companys finances and reputation at stake. - An effective BL is written with certain objectives in mind and expresses these clearly.

7 STEPS TO FOLLOW FOR WRITING GOOD BUSINESS LETTERS 1. Decide on purpose of letter 2. Decide what you want to say 3. Note down all ideas in point form 4. Order all ideas in point form 5. Write the 1st draft using plain English 6. Read the letter to ensure you achieve purpose 7. Rewrite if necessary

TYPES OF BUSINESS LETTERS

3 categories: -Bad news letters -Good news letter] aims to give or ask -Neutral letters ] information e.g. to make inquiries, forward requests, reply to inquiries or requests, acknowledge receipt of letters, introduce self and organisation, etc.

GOOD NEWS AND NEUTRAL BUSINESS LETTERS

Such letters have information presented in a direct manner. However, details in each paragraph may differ according to purpose of letter. Generally, contents of a good letter follow this order: 1. identify purpose of letter in subject line or opening paragraph 2. Place good news in opening paragraph 3. State the details that support good news in middle paragraph 4. Close with a statement of goodwill

DO ACITIVITY 6.2, PAGE 100

CATEGORIES OF GOOD NEWS AND NEUTRAL LETTERS

1. Letter of Inquiry written to ask for

more info. concerning a product or service. 2. Letter for placing orders to order items or service you req. after you are certain or satisfied. 3. Letter of reply to an enquiry 4. Letter promoting new product/special offers

Letter promoting new product/special offers

Aims to influence readers to buy a product,

pay an overdue account or consider an application for work Many persuasive letters follow the AIDA format of writing: Pay Attention to the topic Expresses Interest in the topic Has the Desire to take action Take the desired Action

DO ACTIVITY 6.3, 6.4 & 6.5 (PG. 104 107)

BAD NEWS LETTERS

Such letters communicate unwelcome news to the

reader/recipient. Very difficult to write such letters cos they convey bad news to readers, yet wish to retain his/her goodwill. Reasons why bad news letters are written: Refuse credit - refuse request Decline an invitation Explain inability to fulfil an order Notify an unsuccessful job applicant

 The recipient of a bad news letter needs

to be gently guided to finish reading the letter so that he/she at least understands the explanation for the bad news. Below is the order of info. in the letter: Open with a courteous opening Explain the situation fully State the bad news Close with a positive paragraph [DO ACTIVITY 6.9]

When writing letters of complaint, the PASSIVE VOIVE is often used to avoid direct accusations E.g. Your company made the mistake.(Active Voice) ==== The mistake was made by your company. (Passive Voice)

[Complete ACTIVITY 6.11]

WRITING RESUMES -When applying for a job, your prospective employer wants to know about you, your qualifications and prior work experience. -Therefore a job applicant need to submit a resume with the application form.
- A resume is a summary or inventory of your

qualifications and experience.

- It should include your: education, training and

skills, experience and achievements.

Resumes help employers: - Become familiar with a potential employees work experience and education prior to the interview - As they serve as a reminder after an interview of an employees assets - Screen out unqualified applicants in highly competitive marketplace.

THANK YOU