Planning a Business Letter

8/6/2019 Planning a Business Letter

1/22

Planning a BusinessPlanning a BusinessLetterLetter

Report Writing SkillsReport Writing Skills


2/22

ExplanationExplanation

A business letter is not a place for chitA business letter is not a place for chit--chat.chat.

Unlike business conversations where a certainUnlike business conversations where a certainamount of small talk is used to break the ice, aamount of small talk is used to break the ice, a

business letter should be clear and concise.business letter should be clear and concise.By taking time to plan your letter, you will saveBy taking time to plan your letter, you will save

time in the writing and proofreading stages.time in the writing and proofreading stages.

During the planning stage, ask yourself a fewDuring the planning stage, ask yourself a few

simple questions.simple questions. Jot down your answers to create an outline beforeJot down your answers to create an outline before

you start writing.you start writing.


3/22

Important Questions To Be Asked FromImportant Questions To Be Asked From

Yourself For The Sake Of Planning Are:Yourself For The Sake Of Planning Are:

Whom amI writing this letter to?Whom amI writing this letter to?

Why amI writing this letter?Why amI writing this letter?

Are there specific details I need toAre there specific details I need toinclude?include?

Do I require a response?Do I require a response?

How can I organize my pointsHow can I organize my pointslogically?logically?


4/22

Whom amI writing this letterWhom amI writing this letterto?to?

Identifying your audience always comes first.Identifying your audience always comes first.

Are you writing to more than one person, toAre you writing to more than one person, tosomeone you don't know, or to someone you havesomeone you don't know, or to someone you have

known for a long time? This will help youknown for a long time? This will help youdetermine how formal the letter needs to be.determine how formal the letter needs to be.

You may need to introduce yourself briefly in theYou may need to introduce yourself briefly in theletter if the recipient does not know you.letter if the recipient does not know you.

You may also need to find out the updatedYou may also need to find out the updatedaddress and title of the recipient.address and title of the recipient.

This is a good time to confirm the correct spellingThis is a good time to confirm the correct spellingof first and last names.of first and last names.


5/22

Why amI writing this letter?Why amI writing this letter?

The main reason for the letter should beThe main reason for the letter should beunderstood from the subject line and firstunderstood from the subject line and first

few sentences.few sentences.You may cover more than one thing in oneYou may cover more than one thing in one

business letter, but there will almost alwaysbusiness letter, but there will almost alwaysbe a general reason for the letter.be a general reason for the letter.

Identify your main goal and what you hopeIdentify your main goal and what you hopeto accomplish.to accomplish.


6/22

Are there specific details I needAre there specific details I needto include?to include?

Gather any dates, addresses, names, prices,Gather any dates, addresses, names, prices,

times or other information that you maytimes or other information that you mayneed to include before you write your letter.need to include before you write your letter.

Double check details rather than relying onDouble check details rather than relying onyour memory.your memory.


7/22

Do I require a response?Do I require a response?

Many types of business letter require aMany types of business letter require aresponse.response.

Others are written in response to a letterOthers are written in response to a letter

that has been received.that has been received.Before you start writing, determine whetherBefore you start writing, determine whether

or not you require an action or responseor not you require an action or responsefrom the recipient.from the recipient.

Your request or requirement should be veryYour request or requirement should be veryclear.clear.

In some cases you may even need toIn some cases you may even need to

provide a deadline for a response.provide a deadline for a response.


8/22

ContiConti

If you do require a response, how shouldIf you do require a response, how shouldthe recipient contact you, indicate thisthe recipient contact you, indicate this

information clearly as well.information clearly as well.You may want to provide more than oneYou may want to provide more than one

option, such as an email address and aoption, such as an email address and aphone number.phone number.


9/22

How can I organize my pointsHow can I organize my pointslogically?logically?

Think about how you would organize yourThink about how you would organize yourthoughts if you were speaking rather than writingthoughts if you were speaking rather than writingto the recipient.to the recipient.

First you would introduce yourself.First you would introduce yourself.

Second you would state your concern or reasonSecond you would state your concern or reasonfor writing.for writing.

After the main content of your letter you wouldAfter the main content of your letter you wouldinclude information on how you can be contacted.include information on how you can be contacted.

The end of the letter is also a place to expressThe end of the letter is also a place to expressgratitude, wish goodgratitude, wish good--luck, or offer sympathy.luck, or offer sympathy.


10/22

ExampleExample

RECIPIENTRECIPIENT

Kareem JavedKareem Javed

Acquaintance (met twice before,Acquaintance (met twice before,briefly)briefly)

Title: President, The Flying ClubTitle: President, The Flying Club

Address: 44 Jinnah Avenue,Address: 44 Jinnah Avenue,Nazimabad , Karachi L1B 2C5Nazimabad , Karachi L1B 2C5


11/22

REASONREASONTo invite a board member to remain on theTo invite a board member to remain on the

board for a second term.board for a second term.

Other members suggested that he hasOther members suggested that he hasenjoyed this position and has been thinkingenjoyed this position and has been thinkingabout staying on.about staying on.

No other volunteers have come forward toNo other volunteers have come forward totake over at the end of September.take over at the end of September.


12/22

SPECIFIC DETAILSSPECIFIC DETAILS

If he decides to stay on he will need to beIf he decides to stay on he will need to be

available for the national meeting on 5available for the national meeting on 5November.November.

Board members who stay for two terms areBoard members who stay for two terms aresometimes asked to take on extra duties,sometimes asked to take on extra duties,such as taking minutes or hosting socialsuch as taking minutes or hosting socialevents.events.


13/22

RESPONSERESPONSE

He will need to respond by 1 September.He will need to respond by 1 September.

He can contact me by email or phone.He can contact me by email or phone.


14/22

ORGANIZATIONORGANIZATION

Return addressReturn address of our institutionof our institutionKareem Javed'sKareem Javed's titletitle andand addressaddress

SalutationSalutation: Dear Mr. Kareem: Dear Mr. Kareem

First paragraphFirst paragraph: Introduce myself briefly: Introduce myself briefly----remind Kareem where we met before.remind Kareem where we met before.Provide my reason for writing: "I haveProvide my reason for writing: "I haveheard from a number of board membersheard from a number of board membersthat you may be interested in staying on forthat you may be interested in staying on fora second term. We would be very pleaseda second term. We would be very pleasedto have you stay on for another year."to have you stay on for another year."


15/22

Conti..Conti..

Second paragraphSecond paragraph: Explain what type of: Explain what type ofcommitment this position will involve this yearcommitment this position will involve this year(once a month meetings, national meeting,(once a month meetings, national meeting,plus possible extra duties).plus possible extra duties).

Third ParagraphThird Paragraph: Provide deadline for: Provide deadline forresponse and how to contact me.response and how to contact me.

ClosingClosing: Express thanks to Kareem for: Express thanks to Kareem forvolunteering him time this year.volunteering him time this year.


16/22

Types of LettersTypes of Letters

Transmittal LettersTransmittal LettersGeneral Information LettersGeneral Information Letters


17/22

Transmittal LettersTransmittal Letters

It is a letter that directs a report from oneIt is a letter that directs a report from one

firm to another.firm to another.The information directed through a letterThe information directed through a letter

(Transmittal)(Transmittal) contains the same informationcontains the same informationthat a memo conveys internally.that a memo conveys internally.


18/22

GuidelinesGuidelines

It contains the following:It contains the following:

The title of the report.The title of the report.

When it was requested.When it was requested.

A general statement of reports purpose and scope.A general statement of reports purpose and scope. An explanation of the problem encountered.An explanation of the problem encountered.

Who is the writer ofthe report.Who is the writerofthe report.

Whowillreceive the report.Whowillreceive the report. An acknowledgementforthose whoremainedAnacknowledgementforthose whoremainedhelpfulincollectinginformationorassemblingthehelpfulincollectinginformationorassemblingthereport.report.


19/22

GuidelinesGuidelines

It contains the following:It contains the following:

Anintroductioninitiatedby acontext.Anintroductioninitiatedby acontext.

Clearstatementofanacceptance orClearstatementofanacceptance orrejection,ifany.rejection,ifany.

Mainpointshighlightedbyusingformatting.Mainpointshighlightedbyusingformatting.

Extrainformationifneededbutbrief.Extrainformationifneededbutbrief.


20/22

General Information LettersGeneral Information Letters

They may deal with anything.They may deal with anything.

Serve in keeping writer connected with theServe in keeping writer connected with the

reader, serving as a public relation device.reader, serving as a public relation device.E.g. for sending some information, or forE.g. for sending some information, or forreplying to a request, etc.replying to a request, etc.


21/22

Letter Writing TipsLetter Writing Tips

Consider your audience and his needConsider your audience and his needregarding your letter.regarding your letter.

Use a conversational tone.Use a conversational tone.

Use plain English to appear natural giving aUse plain English to appear natural giving arelaxed and clear tone.relaxed and clear tone.

Ask direct questions.Ask direct questions.

DoubleDouble--check gender and spelling of names.check gender and spelling of names.Use active voice whenever possible.Use active voice whenever possible.

Use polite modals (Use polite modals (wouldwould in favour ofin favour of willwill).).

Use I, You, and We approach.Use I, You, and We approach.


22/22

ContiConti

Always refer to yourself as "I".Always refer to yourself as "I".Don't use "we" unless it is clear exactly who theDon't use "we" unless it is clear exactly who the

pronoun refers to.pronoun refers to.Rewrite any sentence or request that soundsRewrite any sentence or request that sounds

vague.vague.Don't forget to include the date. DayDon't forget to include the date. Day--MonthMonth--Year isYear is

conventional in many countries; however, to avoidconventional in many countries; however, to avoidconfusion, write out the month instead of usingconfusion, write out the month instead of using

numbersnumbers (e.g. July 5th, 2010 instead of : 5.7.010).(e.g. July 5th, 2010 instead of : 5.7.010).Consider format as it may affect how yourConsider format as it may affect how yourmessage is accepted.message is accepted.

Use the basic format or the one your companyUse the basic format or the one your companyrequires.requires.

Documents

Planning a Business Letter