effective written business communication
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Effective Written Business Communication. How gracious are You, our God for giving us everything in this life. You Provide us with a meaningful existence, answer all our needs and guide us till the end. How gracious are You, our God for endowing us unselfishly with creative minds - PowerPoint PPT PresentationTRANSCRIPT
Effective Written Business Communication
How gracious are You,our God for giving us everything in this life.
You Provide us with a meaningful existence,answer all our needs and guide us till the end.
How gracious are You, our God How gracious are You, our God for endowing us unselfishly for endowing us unselfishly with creative minds with creative minds and skillful hands.and skillful hands.
You fashioned us You fashioned us to be stewards of Your land to be stewards of Your land and gifted us and gifted us with immeasurable talents.with immeasurable talents.
May we share May we share these talents these talents and use them fruitfullyand use them fruitfullyin our seminar/workshop today.in our seminar/workshop today.
We come to You, O Lord,We come to You, O Lord, and implore your Divine and implore your Divine
assistance.assistance.
May Your spirit of Truth, May Your spirit of Truth, Peace and Love Peace and Love
descend upon us descend upon us as we begin this as we begin this
undertaking.undertaking.
May we work together in May we work together in harmony harmony -knowing that You -knowing that You are in our midst;are in our midst;
-being confident being confident that Your spirit abides that Your spirit abides in us to give us strengthin us to give us strengthand guidance.and guidance.
Send the light of Your Holy Spirit upon us,so that we may be able to apply the knowledgewe will learn from this experience.
WE ASK ALL OF THESETHROUGH JESUS CHRISTOUR LORD. . . . AMEN
Effective Written Business Communication
Effective Written Business CommunicationEffective Written Business
Communication
Effective Written Business Communication
Bayang magiliw Perlas ng Silanganan
Alab ng puso Sa dibdib mo'y buhay
Lupang hinirang Duyan ka ng magiting
Sa manlulupig Di ka pasisiil
Sa dagat at bundok Sa simoy at sa langit mong
bughaw;
May dilag and tula At awit sa paglayang minamahal.
Ang kislap ng watawat mo'y Tagumpay na nagniningning,
Ang bituin at araw niya’y Kailan pa ma'y di magdidilim.
Lupa ng araw, Lupa ng araw, ng luwalhati't pagsinta, ng luwalhati't pagsinta,
Buhay ay langit Buhay ay langit sa piling mo; sa piling mo;
Aming ligaya na pag Aming ligaya na pag may mang-aapimay mang-aapi
AngAng mamataymamatay
ng dahil sa iyo.ng dahil sa iyo.
Effective Written Business Communication
Effective Written Business CommunicationEffective Written Business
Communication
Effective Written Business Communication
Welcome&
Introduction of the
Participants
Sr. Maria Lourdes Mendiola, SSpSHuman Resource Development Officer
Effective Written Business
Communication
Effective Written Business CommunicationEffective Written Business
Communication
The Charade Experience &
The Multiple Choice Activity
by Melissa Novenario
& The Class
Rules of the Game
You are going to look for
the answers to our activity from
the list below.
a.PLACES
b.THINGS
c.PEOPLE
d.LETTERS
The Complete List for PLACES
officespost officehomebuildingschoolchurchrestauranthotel
canteen
lobbyreceptioninstitutioncorporationdepartmentvenuehall
ballpenpaperenvelopesstampsprintercomputertablefoldernotebook
keyboard
pencil
typewriter
ink
messages
records
files
Documents
....
The Complete List for THINGS
senderreceiverclientcustomerleaderpresidentmanagerofficerpostman
organizerrepresentativesupervisorprincipalfriendemployeeemployerpartner
The Complete List for PEOPLE
…..
Thank You Letter
Solicitation Letter
Letter of Apology
Application Letter
Letter of Request
Memorandum
Excuse Letter
Friendly Letter
Letter of Proposal
Resignation Letter
Order Letter
Termination Letter
Letter of Inquiry
The Complete List for LETTERS
….
This means that if we say PLACES, your answer will be one of the words found under the category, PLACES.
If we say, THINGS, your answer will be one of the words found under the category, THINGS.
The same is true for PEOPLE and LETTERS.
....
2. The leader of the activity will show motions/movements, to suggest what word is indicated from a certain category.
....
3. At the start of any word, the leader has to emphasize how many words there are in every answer by signaling one finger for one word, two fingers for two words and three fingers for three words.
....
4. Similarly, the leader has to indicate the number of syllables for every word by using her right hand to symbolically cut her left hand according to the number of syllables. One cut would mean one syllable, two cuts-two syllables, etc.
5. All words are in ENGLISH.
....
6. The group, or anybody from the group, who will first shout the correct answer will be acknowledged as the one to receive the 5 points.
One proctor (from our team ) for every group, will declare the person, or the group, who has shouted the correct answer first.
....
7. The group who has the highest number of points will be declared winner to receive the prize.
....
The Complete List for PLACES
officespost officehomebuildingschoolchurchrestauranthotel
canteen
lobbyreceptioninstitutioncorporationdepartmentvenuehall
ballpenpaperenvelopesstampsprintercomputertablefoldernotebook
keyboard
pencil
typewriter
ink
messages
records
files
Documents
....
The Complete List for THINGS
senderreceiverclientcustomerleaderpresidentmanagerofficerpostman
organizerrepresentativesupervisorprincipalfriendemployeeemployerpartner
The Complete List for PEOPLE
…..
Thank You Letter
Solicitation Letter
Letter of Apology
Application Letter
Letter of Request
Memorandum
Excuse Letter
Friendly Letter
Letter of Proposal
Resignation Letter
Order Letter
Termination Letter
Letter of Inquiry
The Complete List for LETTERS
….
“In business, communication is
everything.” - Robert Kent
Effective Written Business Communication
Effective Written Business CommunicationEffective Written Business
Communication
Effective Written Business Communication
Importance of Effective Written
Business Communication
A business letter is a form
of communication.
Importance # 1:
* The letter carries the message of the organization to customers, employees, suppliers, government and media.
* It promotes a product, service or organization.
* It relays information within the business or it deals with legal and similar issues.
A business letter may convey the following impressions:
- many subtleties are conveyed
- impressing the reader
- providing images
- providing non-verbal clues
Importance # 2:
Impressions that the writer may leave to the reader
based on the letters received:
a) intelligent
b) caring
c) concerned
d) competent
e) careful
f) considerate
g) attentive to details
h) creative
i) humorous
j) organized
k) customer-focused
l) stable
Similarly, the receiver of the letter, will answer and will leave the following impressions
to the first sender:
a) careless
b) unconcerned
c) incompetent
d) unknowledgeable
e) superficial
f) unintelligent
A business letter functionsas an ambassador.
Importance # 3:
A business letter is an ambassador because:
*The letter represents the sending company.
A business letter is an ambassador because:
*The letter ensures that there are no misunderstandings and confusions that can result to conflicts.
Effective Written Business
Communication
Effective Written Business CommunicationEffective Written Business
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Effective Written Business Communication
A business letter is a cultural practice.
Importance # 4:
* Why does the business letter present a cultural practice?
It presents a cultural practice because it reflects the culture of the workplace or the company where the letter comes from.
Importance # 5:
A business letter functions
as a promotional tool.
Why is a business letter a form
of promotional tool?
The business letter is a tool for promotion since it approaches prospective clients and brings new clients to the organization.
….
Importance # 6:
A business letter functions
as a reference.
Why is a business letter a form of reference?
It is a form of reference because just in case a client refuses to accept some issues discussed, the business letter is a good reference to prove him/her otherwise.
…
Effective Written Business Communication
Effective Written Business CommunicationEffective Written Business
Communication
Effective Written Business Communication
People create their own People create their own success success
by learning what they by learning what they need to learnneed to learn
and then by practicing and then by practicing it it
until they become until they become proficient at it. proficient at it.
PARTS PARTS OF AOF A
BUSINESS LETTERBUSINESS LETTER
Heading(Letterhead
)
Letterhead Contains:
address of the sender all information about the address
of the sender
* written usually in four lines or more
EXAMPLE
COLLEGE of the HOLY SPIRIT of MANILA
163 E. Mendiola Street, San Miguel, Manila
Philippines, 1005
Tel. No. 7356021 Loc. 405
e-mail: [email protected]
Dateline
-It states the date when the letter
was written
February 28, 2009
EXAMPLE
Inside Address
address of the recipient of the letter.
EXAMPLE
SR. FLORENCIA TUBAÑA, SSpS
Directress
College of the Holy Spirit of Tarlac
San Sebastian Village, Tarlac City
Philippines, 2300
Greeting (Salutation)
a. it normally begins with the word "Dear" and it always uses the person's last name.
b. the greeting in a business letter always ends in a colon.
Official Business Title for a woman, married or single
Dear Ms. Suarez:
Dear Mr. Maestro:
Official Business Title for a man, married or single
There are variations to the
religious people because their first name are used as a greeting following the word Dear.
EXAMPLES
Dear Sr. Florence:
Dear Fr. Angel:
The Body
The first paragraph of the letter is the purpose for writing the letter.
The second paragraph is an explanation to the first paragraph.
The third paragraph is expressing what action will happen after the receiver has read the letter.
Greetings!
We, the members of the English Club, are offering our services to the employees of our institution through a seminar / workshop entitled “Effective Written Business Communication”. (first paragraph expressing the purpose of the letter)
This training aims to develop the skills of the members of the English Club in Public Speaking and the skills of the employees in Business Letter Writing. (second paragraph explaining the first paragraph)
We have attached sheets of necessary information relevant to the activity. We will visit you in your office to discuss, further, this proposal. (third paragraph expressing the action expected after the letter has been read by the receiver)
More power!
COMPLIMENTARY CLOSE
It is the short, polite closing
It always ends with a comma ( , )
Only the first letter of the first word is capitalized.
a. Respectfully yours,
b. Very truly yours,
c. Sincerely yours,
d.Truly yours,
Accepted closing phrases are:
Signature
a. Sender’s complete name written mechanically (not initials) with signature over it.
b. Usually written four spaces below the complimentary close
EXAMPLE
AshleymjavierAshley M. Javier
Courtesy Copies
(Carbon Copies)
receiving copy of the letter where the recipient affixes his / her signature indicating receipt of the letter.
Attachmentor
Enclosure
needed documents for special purposes that the sender attaches to or encloses in the letter.
EXAMPLEMODULE 1
INTRODUCTION A. Definition of Business Letter B. Importance of Business letter C. Tips in Business Letter WritingLECTURE D. Hand Written vs. Type Written E. Basic Formats F. Parts of a LetterACTIVITIES Activity # 1 Briefing Activity # 2 Question and Answer Activity # 3 Group Work Activity # 4 Assessment on the strength and
weaknesses in Business Letter Writing
SUMMARY
College of the Holy Spirit of Manila163 E. Mendiola Street, San Miguel, Manila
Philippines, [email protected]
July 29, 2009
SR. MARIA LOURDES MENDIOLA, SSpSHuman Resource Development Officer
Dear Sr. Malou:
We, members of the English Club, are offering our services to the employees of our institution through a seminar / workshop entitled “ Effective Written Business Communication.”.
This training aims to develop the skills of the members of the English Club in Public Speaking and the skills of the employees in Business Letter Writing.
We have attached sheets of necessary information relevant to the activity. We will visit you in your office to discuss further this proposal.
Respectfully yours,
danicalacayaguiflorDanica AguiflorPresident of the English Club
Attachments / Enclosures (5)
Cc:_____________
Heading
Dateline Inside Address
Salutation
Body
Attachments
Complimentary Close
Signature
Copy Furnished
Effective Written Business
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Effective Written Business
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Effective Written Business Communication
The art of art, the glory of expression
and the sunshine of the light of
letters, is simplicity.
-Walt Whitman
Basic Format of Business Letter
Writing
Full BlockBlock
Semi BlockSimplified
DETAILS
Full Block
2 lines
2 lines
2 lines
2 lines
2 lines
3-4 lines
Full Block
What to remember?
1. All lines are set flushed with the left margin
Ex.
2. No paragraphs are indented
Ex.
Block
2 lines
2 lines
2 lines
2 lines
2 lines
3-4 lines
Block
What to remember?
1. Date line is set flushed
with the right margin
Ex.
Date
2. Inside address, salutation, reference lines and paragraphs are set flushed with the left margin
Inside address, salutation, reference lines and paragraphs
Ex.
3. Complimentary close and signature line are aligned with the date
Complimentary close
Signature line
Ex.
Semi Block
2 lines
2 lines
2 lines
2 lines
2 lines
3-4 lines
Semi Block
What to remember?
1. Date line is set flushed with the right margin
Ex.
Date
2. Inside address, salutation, reference lines and paragraphs are set flushed with the left margin
Inside address, salutation, reference lines and paragraphs
Ex.
3. Paragraphs are indented
Ex.
4. Complimentary close and signature line are slightly to the right of the page’s center
Complimentary close
Signature line
Ex.
Simplified
6 lines
3 lines
3 lines
4-5 lines
4 lines
Simplified
What to remember?
1. No salutation or complimentary address
X
X
2. All lines are set flushed with the left margin
Ex.
3.Date line is six lines below the letterhead
6 lines
4. Inside address is four or more lines below the date line
4 lines
5. Subject line is typed in all caps, three lines below the inside address and above the body of the letter
SUBJECT3 lines
3 lines
6. Writer’s name and title are typed in all caps, four or five lines below the body of the letter
4-5 lines
Writer’s name and title
Sample MemoTo: All Staff MembersFrom: Heady the Head Honcho Date: June 1, 2006 Re: New Memo Format Effective June 1 2008
In order to make interoffice communications easier, please adhere to the following guidelines for writing effective memos:
• Clearly state the purpose of the memo in the subject line and in the first paragraph.
• Keep language professional, simple and polite.
• Use short sentences. • Use bullets if a lot of information is
conveyed. • Proofread before sending.• Address the memo to the person(s) who
will take action on the subject, and CC those who need to know about the action.
• Attach additional information: don’t place it in the body of the memo if possible.
Please put this format into practice immediately. We appreciate your assistance in developing clear communications. If you have any questions, please don’t hesitate to call me. Thank you.
Thank You!
Effective Written Business
Communication
Effective Written Business
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Effective Written Business Communication
““Sending a Sending a letter is the letter is the best way to best way to
go go somewhere somewhere
without without moving moving
anything anything but your but your heart.”heart.”
Types of
Business Letters
Business-to-Business-to-business Typebusiness Type
Business-to-clientBusiness-to-client TypeType
Appreciation LetterAppreciation Letter CongratulationsCongratulations Letter of RecognitionLetter of RecognitionLetter of ReferenceLetter of ReferenceRecommendationRecommendation
Invitation letterInvitation letter Letter of creditLetter of creditLetter of interestLetter of interest
Donation letterDonation letter Termination letterTermination letter
Business MemorandumBusiness Memorandum
Welcome Letter Apology Letter
Appreciation LetterCollection Letter
Invoice Letter TemplateMarketing LetterRejection Letter
Business-to-business typesBusiness-to-business types are intended are intended
for company to company for company to company communication.communication.
Appreciation LetterAppreciation Letter
- a letter of gratitude and - a letter of gratitude and appreciation for help appreciation for help extended, extended,
or a good business deal. or a good business deal.
CongratulationsCongratulations
- is a letter that praises - is a letter that praises the recipient for a job the recipient for a job well- done.well- done.
Letter of RecognitionLetter of Recognition - a written statement of - a written statement of recognized efforts similar recognized efforts similar to an appreciation letterto an appreciation letter. .
Letter of ReferenceLetter of Reference
- is a character reference - is a character reference letter. letter.
It is a letter building up It is a letter building up the character of a person the character of a person to be accepted in a job. to be accepted in a job.
RecommendationRecommendation
- is an endorsement letter to - is an endorsement letter to hire a certain person. hire a certain person.
Sympathy letterSympathy letter
- is a letter of condolences - is a letter of condolences to a person or family. to a person or family.
Invitation letterInvitation letter
- is a letter persuading a - is a letter persuading a person or a company to person or a company to join an event or an join an event or an occasion. occasion.
Letter of creditLetter of credit
-is a way of endorsing a -is a way of endorsing a certain business to be certain business to be considered a credit loan. considered a credit loan.
Letter of interestLetter of interest
- a reply to an invitation - a reply to an invitation that confirms presence on that confirms presence on the event/occasion. the event/occasion.
Donation letterDonation letter
- a letter asking for donations. - a letter asking for donations.
Termination letterTermination letter
- signifies someone's desire to - signifies someone's desire to leave a job permanentlyleave a job permanently
Business memorandumBusiness memorandum
- notices that are distributed to the - notices that are distributed to the staff. They are reminders of company staff. They are reminders of company activities, or imminent changes in the activities, or imminent changes in the company. company.
Welcome Letter - welcomes the client and
thanking him for choosing the company.
Letter of Appreciation - thanks the client for having
business with the company.
Apology Letter - asks the client for
reconsideration, and apologizes for failing to deliver.
Collection Letter
- notices outstanding
payments due.
Invoice Letter Template
- this is asking the clients to state the invoice number of their transactions.
Letter of Invitation
- inviting a client to join
a certain gathering.
Marketing Letter- is stating the newest products that the company will provide soon or is presently providing.
Letter of Acceptance
a)acceptance of business invitationb)acceptance of delayed delivery of ordered goodsa)acceptance of request for discount
Letter of Acknowledgement
a)acknowledgement of complaintb)acknowledgement of orderc) acknowledgement of payment
Letter of Apology
a) apology for accounts errorb) apology for faulty goodsc) apology for unavailable goods
Letter of Complaints
a)complaint about faulty goodsb)complaint about delivery
of damaged goodsa) complaint about media features
Letter of Cancellations
a) cancellation of business eventb) cancellation of meetingc) cancellation of order
Letter of Compliments
a) compliment about productsb) compliment about servicec)compliment to colleague
Letter of Condolences
a)condolences on business closureb)condolences on death of a colleaguec) condolences on illness
Letter of Confirmations
a)confirmation on agreementb)confirmation of dispatch goods c)Confirmation of a meeting agreement
Effective Written Business
Communication
Effective Written Business Communication
Activity # 1
WORKING***BREAK TIME***
Effective Written Business CommunicationEffective Written Business
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Effective Written Business Communication
Do’s & Don'ts in
Letter Writing
Don'twrite the name
of the addressee
in small letters
Wrong:
Mr. Ruel Espino
Improved:
MR. RUEL ESPINO
Don'tend your salutation
with a comma.
Dear Mr. Espino,
Dear Mr. Espino:
Don't send generic letters.
Thank you for all the help you have given me with my job search.
I especially appreciate the information you have provided me. Your assistance has been invaluable to me during this process.
Again, thank you so much. I greatly appreciate your generosity.
Do personalize your letter.
Thank you for all the help you for helping me find a job in the College of the Holy Spirit of Manila.
I appreciate the advice you have provided. Your recommendation to Sr. Maria Lourdes, Mendiola, SSpS has been very helpful to me.
Again, thank you very much.
Don'tgive long introductions
Since you sent us the fund for our Family day that we have received last Tuesday, we would like to express our most sincerest gratitude.
We thank you for having been our sponsor for Family Day’09.
Effective Written Business
Communication
Effective Written Business CommunicationEffective Written Business
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Don't be careless in using words
with negative tones.
By the way, the reason I’m dashing off this quick note is to follow up on your suggestion to contact you about our new line of connectors that can increase the efficiency of your online PC connections.
I’ve checked into our WhamJet connector product as solution to your online connectivity efficiency problem we discussed at the Mendiola Consortium meeting on July 3rd. Enclosed are specs and product info for review as you requested.
Don't fill up margins
with forgotten ideas
___________________________________________________
______________________________________________________
____________:
______________________________________________________________________________________.
_____________________________________________________________________________________________________________________________.
__________________________________.
______________
____________________________
Doadd an extra sheet
to the letter.
Don't use lined paper
or half-sheet of paper.
Don't refold the letter.
Be sure to fold it
correctly the first time.
Don't end your letter passively.
My resume, which is enclosed, contains additional information on my experience and skills.
Respectfully yours,
My resume, which is enclosed, contains
additional information on my experience and skills.
Thank you for your time and consideration. I look forward to speaking with you about this exciting opportunity.
Respectfully yours,
Don't write anonymous letters
MR. RUEL ESPINOHRD OfficerEspino Travel Agency
Dear Mr. Espino:
I, an employee of Espino Travel Agency, would like to file a complaint against Mr. _______ for having said malicious words and doing violent acts against me for this month.
MR. RUEL ESPINOHRD OfficerEspino Travel Agency
Dear Mr. Espino:
I, an employee of Espino Travel Agency, would like to file a complaint against Mr. _______ for having said malicious words and doing violent acts against me for this month.
Respectfully yours,Louie Afable
Do sign the letter in ink
Respectfully yours,
_Maria Makiling_Maria Makiling
Effective Written Business
Communication
Effective Written Business CommunicationEffective Written Business
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Effective Written Business Communication
LetterLetterofof
SolicitationSolicitation
One way of raising funds/means in any organization is through a solicitation letter.
This is a letter that you This is a letter that you send to offices, extended send to offices, extended family, current and past family, current and past friends, neighbors, old friends, neighbors, old college roommates, your college roommates, your favorite teacher from favorite teacher from fourth grade and just fourth grade and just about anybody else about anybody else
who comes to mindwho comes to mind.
However, not all solicitation letters are responded positively and not all solicitation letters guarantee good results. Hence, there is a need for an effective solicitation letter to reach the desired goals.
1. The first thing to know is the
Purpose of the letter.
- this makes sure that you don’t digress from the reason why you are communicating with an organization or a person in the first place and you can write the content of the letter accordingly.
2.Be sure to include your name of organization, exact address with ZIP code, and telephone number on the letterhead.
College of the Holy Spirit of Manila163 E. Mendiola St., San Miguel, Manila
Philippines, 1005Tel # 735-60-21/22
Example :
3. There must be two spaces between
the Letterhead and the inside address.
College of the Holy Spirit of Manila163 E. Mendiola St., San Miguel, Manila
Philippines, 1005Tel # 735-60-21/22
( 2 spaces)
September 14, 2009
( 2 spaces)
MR. JUAN DE LA CRUZMarketing SupervisorSterling Corporation, Inc.Kamuning, Quezon CityPhillipines
EXAMPLE :
4. The letter begins with a Salutation.
Dear Mr. De la Cruz:
EXAMPLE:
Dear Ms. Martinez:
5. Then we come to the important part of the letter, The Body of the Letter.
First paragraph should introduce your purpose (to solicit).
The second paragraph must summarize the activity to be held and its benefit for in just a few sentences.
And the third paragraph must include the means on how the recipient of the letter can reach you.
6. The next aspect to consider are Enclosures.
If you are attaching any documents along If you are attaching any documents along with the letter, please mention that at the end of with the letter, please mention that at the end of the letter, after the Closing, in the format:the letter, after the Closing, in the format:"Encl:" followed by the list of the documents. "Encl:" followed by the list of the documents.
7. Closing Remarks
In the In the Closing RemarksClosing Remarks section, you section, you create a platform for further create a platform for further interaction with statements such as interaction with statements such as "Looking forward to hearing from "Looking forward to hearing from you", and "Please feel free to you", and "Please feel free to contact us with any queries, contact us with any queries, comments or suggestions“. comments or suggestions“.
8. Closing of the Letter.
A simple, "Yours sincerely", or a "Sincerely" should be followed by your signature, name and designation.
Effective Written Business
Communication
Effective Written Business Communication
Oh Alma Mater Kind and Oh Alma Mater Kind and DearDear
We sing your praises We sing your praises
far and nearfar and near
At home and school, At home and school,
on land and seaon land and sea
The thought of you The thought of you
is dear to meis dear to me
Oh CHS in joy we sing Our hearts with love
to you we bringStand, stand for the CHS
for truth in love!Stand, stand for the CHS
for truth in love!
Someday when far from you we roam
Our thoughts will surelytravel home
And memories sweet will be to me
Those dear old days that used to be
Oh CHS in joy we sing Our hearts with love
to you we bringStand, stand for the CHS
for truth in love!Stand, stand for the CHS
for truth in love!
Your loyal children Your loyal children Here we stand Here we stand
With you we link our With you we link our hearts and handhearts and hand
Beneath your banner Beneath your banner here today here today
The pledge of loyalty The pledge of loyalty we paywe pay
Oh CHS in joy we sing Our hearts with love
to you we bringStand, stand for the CHS
for truth in love!Stand, stand for the CHS
for truth in love!
Thank You!