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WHAT BUSINESS LETTER IS ?
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• A Letter is a written or printed message addressed to
a person or pesrsons, usually sent by a post or
messenger.
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KEEP IN MIND WHILE WRITTING A LETTER.
• Business letters serve one purpose.
• Business letters serve as a record.
• Do not make promises which you do not have authority to keep.
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MAJOR CONSIDERATION OF BUSINESS LETTER.
Four areas you must take into consideration for each
business letter.
• Subject
• Audience
• Purpose
• Style/Organization
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SUBJECT.
• Know WHAT you’re writting about.
• Your spefic research on any topic or
object.
• who or what we are talking about known
as subject.
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AUDIENCE.
• Know WHO you’re writting for.
• Keep a deep knowledge about your reciver.
• Audience may be larger than you expect.
• Don’t be unsure about your audience.
• Just keep in mind they have greater knowledge.
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PURPOSE.
• Know WHY you’re sending the letter.
• There must be specific purpose.
• Is the letter to inform? Is it to request information?
Is it to offer congratulations? Is it to get the
recipient to act on a request?
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STYLE/ORGANIZATION
The basic organization for the body of a business letter are:
• Part 1: State your purpose
• Example
• “Thank you for your conscientious service. All 15 of your last
shipment have arrived undamaged. We have never contracted with a
supplier with as fine record as yours. we appreciate the extra effort it
take to ship our order intact and on time.”
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STYLE/ORGANIZATION
• Part 2: Explain what you want to happen or explain the information you
have.
• Example
• “Ted McCraken and Bob smiley have delivered these shi[ment to our
loading dock supervisor. I have attached copies of logs for you review.
Note that the unloading time is approximately half of that from other
shippers for a smilar load. Ted and Bob frequently help our crew unload
the crates. This additional service always comes with an exchange of
jokes. our crew collects laughs to complete with your drivers!”
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STYLE/ORGANIZATION
• Part 3: Request a dated action, conclude or thank the reader for his
response
• Example
• “Doing business with your organization is a pleasure. you save our
money by eliminating waste and time by providing efficient drivers.
Please accept the enclosed certificate of merit to Terrance Trucking. Ted
and Bob,with our appreciation. We are confident in referring our
customers and vendors to Terrance Trucking for their shipping needs.”
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THE FOLLOWING SAMPLE LETTER SHOW HOW EACH OF
THREE PART WORK.
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SEVEN C’s EFFECTIVE BUSINESS LETTER.
1. Conversational
2. Clear
3. Concise
4. Complete
5. Concrete
6. Constructive
7. Correct
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SEVEN C’s EFFECTIVE BUSINESS LETTER.
1. Conversational.
• write the way you speak
• get rid of stiled phrases. instead of write “due to the fact that”
do write because, simply avoid phrases.
2. Cear.
• Message should be clear.
• Use specific example reader can realate to.
• Don’t assume that your reader undestands the jargon of your trade.
• Organizing your letter so each paragraph deals with only one main idea.
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SEVEN C’s EFFECTIVE BUSINESS LETTER.
3. Concise.
• Avoid Repeatation.
• It’s better to write short letter with attachement than a
long, detail one.
4. Complete
• For example , don’t say, “ when we last spoke about the situation, “ when you can say,
“when we spoke on june 8 about hiring a new administrative assistant.”
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SEVEN C’s EFFECTIVE BUSINESS LETTER.
5. Concrete.
• Use specific terms that can not be misunderstood.
• Don’t say, “The large order that we requested has not arrived.” say, “ The
order for 10,000 basins that we requested on May 3 20XX, hs not yet arrived
as of June 20, “ Identify names and numbers.
6. Constructive.
• Use words and phrases that set a positive tone.
• Make reciver feel better and avoid negative words or ditch the reciver.
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SEVEN C’s EFFECTIVE BUSINESS LETTER.
7. Correct.
• Avoid spelling mistake.
• proper use of grammar.
17. THANK YOU
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• AREEBA SAEED
• ARISHA QASIM
• SUMERA ZARDARI
• AAMIR KHAN
• YUNEEB SHAIKH
• AFFAN FAROOQI
