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BUSINESSWRITING 2

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INTRODUCTIONIn this topic, you will be:

Provided exposure to and practice in effectiveletter writing

Introduced to various types of businesscorrespondence e.g. letters of application,letters of enquiry, letters of complaint, etc.

Given exercises to help you develop the

vocabulary and grammatical skills needed tocomprehend and write effective businessletters.

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WRITING BUSINESS LETTERS (BL)

-Writing a good business letter requires carefulplanning and should never be written inhaste.

- A poorly written business letter can result in

misunderstanding and put the companysfinances and reputation at stake.

- An effective BL is written with certain

objectives in mind and expresses theseclearly.

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7 STEPS TO FOLLOW FOR WRITING GOOD

BUSINESS LETTERS

1. Decide on purpose of letter2. Decide what you want to say

3. Note down all ideas in point form

4. Order all ideas in point form5. Write the 1stdraft using plain English

6. Read the letter to ensure you achieve

purpose7. Rewrite if necessary

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TYPES OF BUSINESS LETTERS3 categories:

-Bad news letters-Good news letter] aims to give or ask

-Neutral letters ] information e.g. to

make inquiries, forward

requests, reply toinquiries or requests,

acknowledge receipt ofletters, introduce self and

organisation, etc.

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GOOD NEWS AND NEUTRAL BUSINESSLETTERS

Such letters have information presented in a directmanner.

However, details in each paragraph may differaccording to purpose of letter.

Generally, contents of a good letter follow this order:

1. identify purpose of letter in subject line or openingparagraph

2. Place good news in opening paragraph3. State the details that support good news in middle

paragraph

4. Close with a statement of goodwill

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DO ACITIVITY 6.2,PAGE 100

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CATEGORIES OF GOOD NEWS ANDNEUTRAL LETTERS

1. Letter of Inquirywritten to ask formore info. concerning a product orservice.

2. Letter for placing ordersto orderitems or service you req. after you arecertain or satisfied.

3. Letter of reply to an enquiry

4. Letter promoting new product/special

offers

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Letter promoting newproduct/special offers

Aims to influence readers to buy a product,pay an overdue account or consider anapplication for work

Many persuasive letters follow the AIDAformat of writing:

PayAttention to the topic

Expresses Interest in the topic

Has the Desire to take action

Take the desiredAction

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DO ACTIVITY 6.3,

6.4 & 6.5 (PG. 104107)

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BAD NEWS LETTERS

Such letters communicate unwelcome news to thereader/recipient.

Very difficult to write such letters cos they conveybad 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

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The recipient of a bad news letter needsto be gently guided to finish reading the

letter so that he/she at least understandsthe 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]

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When writing letters of complaint, the PASSIVEVOIVE is often used to avoid direct

accusationsE.g. Your company made the mistake.(ActiveVoice)

==== The mistake was made by yourcompany. (Passive Voice)

[Complete ACTIVITY 6.11]

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WRITING RESUMES

-When applying for a job, your prospectiveemployer wants to know about you, yourqualifications 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.

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Resumes help employers:

- Become familiar with a potential

employees work experience andeducation prior to the interview

-As they serve as a reminder afteran interview of an employeesassets

- Screen out unqualified applicantsin highly competitive marketplace.

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THANK YOU