Writing reveals one’s ability to think clearly and to use

language effectively.

Is a mode of communicating a message for a specific

purpose.

Includes : Replies to client, enquires, memos , contracts,

reports etc.

Introduction to Written Communication

We write to : (a) inform (b) persuade.

Writing To Inform :

To provide & explain information

-Also called informative writing

-Found in accounts of facts, scientific data, technical & business

reports etc

Writing To Persuade:

Aims at convincing the reader about a matter that is debatable.

Focus on reader.

Found in opinion essays, editorials, business & research proposals,

religious books, etc

The Purpose of Writing

Accuracy /Correctness of Statement:

A message should be communicated correctly in terms of

grammar, punctuation & spelling.

Check all facts & figures

Check the choice of words

Check the language and tone.

Follow the rules of grammar

Pay attenuation to punctuation marks

Check usage for spelling & usage.

Principles of Effective Writing

Briefness/Brevity:

Means short/lasts for only a short time.

Lies in saying only what needs to be said and leaving out

unnecessary words or details.

Clarity

Matter should be written in correct manner so that the reader

understands the matter in the first reading itself.

Words & phrases with double meaning should be avoided

Principles of Effective Writing

Why Structuring Information so important in Business

CommunicationChoosing an

appropriate writing style

Structuring the document and organizing the

information

Deciding on the layout and document design

Good News Letter : Letters that please the receiver.

Routine Letters :Letters that neither please nor displease but are

receive with interest.

Business Letters

Pleasant news or idea

Details or Explanations

Closing messages or thoughts

Major Ideas Details or Explanations Closing thoughts

Layout of Business Letters

The Full-Block

Style

• Every line begins at the same distance from the left

margin, which results in each paragraph looking like a

distant block.

The Semi-Block

Style

• The beginning of the paragraph is not left aligned;

only the lines are left aligned. The first line of each

paragraph is indented. The date, closing, signature,

name & title are indented to the right half of the page.

The Simplified

Style

• The letter has neither a salutation nor a closing. A

subject line takes place of the salutation.

Business Letter Layouts

The Full-Block Style

The Semi-Block Style

The Simplified Style

Also called as Cover letter , can be considered as a sales

letter.

If he/she is able to write an application well , it has a

possible chance he/she may be considered for the job.

A letter of application must be so effective that it impress

the reader into granting interview.

The job seeker must first know to whom to write an

application letter.

Application Letter

First Paragraph

Specify the reference for the job.

State the position he/she is applying

Second Paragraph

Gives details regarding applicants qualifications & experience.

Describe any extracurricular activities that show leadership ability.

Can also include any project works done.

Third Paragraph

Asks for an interview.

Can suggest that he/she come in for an interview at the employer’s

convenience.

Drafting an Application Letter

A resume of a graduate lists

Personal /Biographical details

His /Her educational back ground.

Details of his /her work experience

Reference.

Resume

• Heading Include –applicant’s name, address,

telephone number, email address

• Objective Mention the specific ,desired position that

suits his /her educational background &

experience

Eg :-

•To attain a challenging position in the field of Technology to explore my inner

capabilities and to work more responsibly for the development of the

organization.

• Seeking a challenging and rewarding opportunity with an organization, which

recognizes my true potential and effectively utilizes/ nurtures my skills.

Education The highest qualification is most important & relevant.

If any short-term training /special certificate programme

taken in addition to course work ,if they are relevant.

The applicant should also list any specialization/majors

with the grade point.

Year - Graduation – Name of University/College – Subject taken – Grade point

• Work Experience Include all experience , part –time , full –time

• Awards & Honors Mention all scholarships, prizes ,awards won in the college

level.

• Activities The applicants should mention his/her college activities like

president, secretary etc

•Reference Name of 2/3 persons, who know that they being listed as

preferences

Format : Full name, Business address, email address, telephone number

An appointment letter is written to inform a

person that he or she has been selected for a

particular position in an organization.

A letter of resignation is written to announce the

author's intent to leave a position currently held,

such as an office, employment or commission.

Appointment Orders & Letter of Resignation

A complaint letter is a letter written by a Customer of a

service/products commenting on poor service/product.

It usually outlines the fault(s) with the service and highlights customer

dissatisfaction with the particular service/product.

Usually in the letter there would also be a suggested conclusion e.g. A

refund.

Letter Format

Opening : Dear sir, Dear Name, etc

Content

Closing

Letter of Complainant

A written account of real or simulated managerial problems, dilemmas

and situations calling for solutions.

Case Analysis

Theoretical

cases

• Meant for reading & clarifying theoretical concepts.

• The interplay of ideas is presented in the form of

action, interaction etc

•Mainly used in academic .

Factual Cases • Based on facts.

•Present issues with full details of facts & figures.

• Analysis requires a systematic approach to identify the

problem, alternative solution and the best solution.

Process of Analyzing a Case• Study the Case thoroughly.• Underline important points.• Taking notes of important issues, facts & ideas.1.Study the Case

• Identify the main problem.• Discover relationship between the problem.• Factors responsible for the problem.2. Identify the Problem

• What is the critical issues or problems to be solved.

• Formulate the problem in precise words.3. Define the Problem

Process of Analyzing a Case• Find out if any multiple causes.• Avoid premature solutions & judgments.4. Identify the causes of

problems

• Suggest alternative solutions to the problem.• What are the possible ways?5. Develop Alternative

Solutions

• Evaluate each solutions.• Compare the results.• Decide the best course of action.

6. Evaluate Alternative

• Work out a plan of implementation.7.Develop a plan of action

Title of the Case. The statement of the problem / Summary of the

Case. SWOT Analysis / The Scope of the analysis Alternative Solutions & their evaluations. The recommended solutions Conclusion.

Writing a Case Analysis