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7/30/2019 Session-Basics of Written Comm
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Welcome to
Managerial Communications
Presenter: Prof. Rajsee Joshi
N.R. Institute of Business Management
GLS Institute of Computer Technology - MBA
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Topics Covered
Basics of Written Communication
Body Language of Business Letters
Letter Components and Layouts
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All Readers do not have:
The same vocabulary or the same
knowledge of the subject
The same mentality, or the same ability to
understand
Form the message to fit persons mindThis helps us to communicate better it is
also basis of business etiquette
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Adapting to Multiple Readers
If you write for one
person in a group, you
may miss the others
To communicate with all
of them, write for thelowest member of the
group
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Selecting Words:
Use Familiar words
Examples: Inscription : Writing, Terminate : End Difficult words are not all bad
Use them when they fit your needs
And when they are understood by the reader!
Use Technical Words and Acronyms cautiously
Legal language has worked its way into business
writing e.g. thereto, herewith, etc.
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Select words with the right strength
E.g. Tycoon is stronger than the termsuccessful businessmen; Mother is
stronger than female parent
Sometimes, weaker words serve your
purpose best Bill is stronger than statement
Die is stronger than Passed Away
Selecting Words:
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Use Concrete Language
Use concrete words: Specific Words
53% loss instead of a major loss95% attendance instead of good attendance
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Select words for Precise Meaning
Study language and learn shades of
difference in the meanings of similarwords
Eg. Good, fine, excellent, first rate,
superior, outstanding, brilliant Similarly,
Fired, dismissed, terminated, discharged
refer to the same meaning, but have
different shades of meaning
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Some more rules to follow:
Non-discriminatory Writing
However, not all male sounding words arediscriminatory
e.g. manufacture, management, manipulate
Avoid expressions that identify gender in awork role
e.g. Lady Doctor, Actress, Poetess
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Avoid words that Stereotype by Age
Words that label people as old or young canarouse negative reactions
Be sensitive with terms like mature, elderly,
youngster, juvenile
Avoid words that Typecast Those with Disabilities
Avoid slang terms like fits, attacks, retarded
Use epilepsy, Physically or Mentally Challenged
Some more rules to follow:
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Layout of a Business Letter:Stationery
Finest Quality that you can afford
Nature of business probably determines the colourof the paper suited
Most popular size is A4
Letterhead should be elegant
Laser or inkjet printing looks better than dot matrix
printing
Address of the recipient
Senders Address
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Envelopes very important
Postage stamps should be affixed at the rightplace and in a neat fashion
Dont fold your letter three or four times to squeeze
it into a small envelope
Dont staple your envelopes
Sticking the envelopes flap
StationeryCont
ra
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Layout of a Business Letter:
Margins: Generally leave an inch and half to two
inches on the left margin and the top (if there is noletterhead), one to one and half inches on the right
and bottom
Punctuation
Closed Punctuation: A period follows the dateline,the end line of the inside address, while all
preceding lines in the inside address, salutation,
complimentary close, are set-off by commas
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Date: 5th
October 2009.Inside Address: Prof. Rajsee Joshi,
Faculty,
GLS-MBA,
GLS Campus, LawGarden,
Ahmedabad 380009.
Salutation: Dear Prof. Joshi,
Complimentary Close: Yours Sincerely,
Layout of a Business Letter:Closed Punctuation
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Open Punctuation: No punctuation except in the
body in which usual punctuation marks are used Mixed Punctuation: Comma is used after the street
name, salutation, and a complimentary close and a
period follows the last line of the inside address
Layout of a Business Letter:
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Components
LETTERHEAD
a) Companys Name: Generally Written in one line.
Generally used abbreviations after the companys
name.
If a company is formed with limited liability, in UK
Ltd.
In the U.S. its Inc (incorporated), Australia its Pty
Ltd
In India Pvt. Ltd
Shree Vinayak Synthetics Pvt. Ltd.
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LETTERHEAD
b) Full Postal Addressc) Contact Numbers, Email & Website
d) Registered Office and Registered Number: When
the registered office is different from that shown at
the address section of the letterheade) Date: Two spaces below the last line of the
letterhead
No suffix such as nd, rd, th is added to the day
Use either of the following:
Components
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INSIDE ADRRESS: 2 spaces below the date and 2
spaces above the attention line or salutationa) Special Markings: CONFIDENTIAL / URGENT
b) Salutation: 2 spaces below the last line of inside
address
If your recipients name has been used in the insideaddress, it is a common practice to use it in
salutation
Dear Mr. Kalyan
Dear Ms. Joshi
ComponentsCont
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c) Heading: gives a brief indication of the content,
placed a space after the salutation.
d) Subject Line: Help the reader know about and helps
in the process of filling according to the subjectmatter. There are some who place subject line
between inside address
and salutation.
ComponentsCont
Dear Mr. Kalyan
Order # 9
Dear Sir
SUBJECT: SUPPLY OF RAW MATERIAL
BODY
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e) Letter Body: Should flow logically from beginning
to end- Opening or Introduction: acknowledge any previous
correspondence or provide an introduction to the
matter
e.g. Thank you for your letter dated.e.g. We wish to hold our conference at your hotel
on.
- Main Body: Contains all the information which has
been requested or which the recipient needs to
ComponentsCont
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- Future Action (or Response): After all the details
have been provided, it is logical to state theresponse required or what action may beexpected, wishes or intentions or you may statewhat action you will take
e.g. Please let us know the cost involved, and send
us a specimen.- Closing Section
e.g. I look forward to hearing from you soon
e.g. A prompt reply would be appreciated
ComponentsCont
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f) Complimentary Close: Polite way of closing a letter.
Typed two spaces below the last line of the body.
1st letter of the first word is capitalized. E.g. Yours
truly
ComponentsCont
Dear SirDear MadamDear Sir/Madam
Yours faithfullyOrYours truly
Dear Ms. KranthiDear KalyanDear CustomerDear Shareholder
Yours sincerely
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ComponentsCont
g) Name of Signatory/Designation
When signing on behalf it is a general practice to write
for
Yours faithfully
V Kalyan
Chairperson
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h) Enclosures: Type Enc or Encs at the bottom of
the letter
i) Copies to be Circulated: CC foot of the letter
after designation or after enclosures
j) Continuation of Pages: Page no., date and
addressees name
k) Address on the Envelopes: Same as the inside
address including any attention or confidential
indication
ComponentsCont
Mr. V Kalyan -2- 5 October 2009
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Forms of Layout of Letter
Block Form
Semi-Block Form
Full-Block Form
Indented Form
Examples of each form given separately
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Thank You