Writing Skills

Unit - 3

"Writing Skill is the product of right planning, ability

and hardwork."

"For writing well in any language one should speak as common people do and think as wise men do."

-- Aristotle

Writing is the formal way of expressing our thoughts.

Written communication is transmitted by written words in the form of letters, reports, notices etc.

It generally moves downwards.

Written communication has great significance in today’s business world.

What Is Written Communication?

Used to issue specific instructions and orders to the subordinates

It is the only way out when the message is quite lengthy and it is not possible to convey all the points through oral communication.

It serves as a reliable record for future reference. It is more clear and specific Feedback is generally well thought out because the

receiver gets the sufficient time to understand and evaluate the message.

Advantages of Written Communication

Written communication is time-consuming Feedback is not immediate If the message is poorly drafted, it may create

misunderstanding and confusion in the mind of the receiver.

If the receivers of the written message are separated by distance and if they need to clear their doubts, the response is not spontaneous.

Once a written message has been dispatched, there is little scope left for making amends for the inaccuracy that may have crept into it.

Disadvantages Of Written Communication

The first task of writing effectively is to identify the purpose of the

communication. There are mainly two purpose of writing-

To inform : When the writer seeks to give information and offer

to explain it, the writing is called informative writing. The

focus of informative writing is on the subject of the matter

under discussion. It presents the information and not opinions.

To persuade: It aims at convincing the reader about the

matter. It expresses opinions rather than facts. It focuses on

the reader. Writer attempts to change the reader’s thinking,

and bring it closer to his own way of thinking. There has to

be supporting evidence or facts to back the writer’s opinion

or point of view.

Purpose Of Writing

Effective business writing meets five basic principles :-

Clear

Complete

Correct

It saves the reader’s time

It builds goodwill.

The Basic Principles of Writing

Writing Skills

Amendment

Editing

First Drafting

Planning

In the initial phase of writing skill that is planning which involves a close study or examination of the basic elements of a message such as, purpose of communication, medium, selection of thoughts, audience analysis, statistics related to the message and to prepare the message in an organized and meticulous manner. The thought process should also be considered for planning.

The following 5 points deserve attention:-i) object of communicationii) audience analysisiii) selection of thoughtsiv) collection of data and facts according to thoughtsv) to prove proper sequence of message.

Planning

“ Two of the most important positions in any business

message are the opening and closing paragraphs.”

-- Murphy

Remember :

“ First impressions are lasting”.

&

“ We remember best what we read last ”.

Here the contents of the first draft are prepared according to

which the thoughts are translated in words and words into

sentences are divided into paragraphs.

The relevant facts and quotations are also incorporated to

substantiate the message which may be formal or informal.

First draft can follow the following styles:

(i) Linear style

(ii) Circular style

First Drafting

Linear Style : in this, the thoughts are assorted one after

the other.

Circular Style : in this, the thoughts are presented in a

circular style which is more flexible and the facts are

juxtaposed simultaneously in this style.

While preparing the first draft, more emphasis

should be given to your style, tone and use of

attitude(positive), as it must help to establish credibility.

It refers to an overhauling the draft by excluding the unwanted or

surplus or ineffective elements and including something more

viable.

It also involves grammatical corrections along with the collection

of thoughts and their denotative or connotative words are re-

examined, the language re-structured before giving any definite

stage.

The stage can also be termed as “under-treatment” or “rewriting”.

Amendment

This is the final or concluding phase in the process and the art of writing skill is a subject to rigorous analysis.

In editing, it is reviewed and examined if any shortcoming is left in the structure of the message. In this condition, sentence formation, pronunciation or accent and grammatical accuracy, etc., can be improved upon.

The following steps has to be taken care of :-

1. Use of pure and comprehensive vocabulary.2. Use of strong words as far as possible.3. Use of familiar but effective words.4. Use of short words to minimize misunderstanding.5. Editing6. The subject matter be paragraphed.

Editing

The answers to the following queries lead to an effective

writing:

1) Why to write?

2) For whom to write?

3) What to write?

4) Where to write?

5) When to write?

6) How to write?

Guidelines for Effective Writing

The solution to the problems lies here under:

Writing should be practical.

Writing should be epigrammatic and terse.

Unity in Writing.

Precision cum concision in language.

Comprehensive Writing.

Avoid using undesirable words.

Always use polite and courteous and familiar words.

Avoid inflammatory or inciting language.

Writing should be real and believable.

Writing should be according to the subject.

Writing must be brief.

W R I T T E N

B U SI N E S S

C O M M U N I C A T I O N

“Written business communication in the modern times refers to letters, advertisements / memos, reports, speech-writing and many other writing – activities.”

Few examples and means of written business communication are given as here under :1) Newspapers, magazines, bulletins, hand-books and

diaries.2) Suggestions3) Business journals4) Organizational schedules5) Standing orders, rules and regulation book6) Teleprinter7) Annual reports8) Agenda, minutes, publications and reports, etc.

Validity

Compulsory need

Stability

Reality

Characteristics of Written Business Communication

More effective than

personal contact

Easy maintenance

Redressal of grievance /

complaints

Expansion of business area

Multiple contacts

More effectiveGoodwillEasy disapproval of

unpleasant messageCreativityInexpensiveProof

Importance of Written Business Communication

Unity

Emphasis

Completeness

Clarity

Conciseness

Accuracy

Essentials of Good Business Writing

In business communication, the sender should ensure that he or she I communicating with you-attitude.

You-attitude means conveying the message from reader's point of view and emphasizing on the contents that reader intends to know while showing him respect.

You-attitude is a style of writing that - Looks at things from the reader’s point of view.Respects the reader’s intelligence.Protects the reader’s ego.Emphasizes what the reader wants to know.

You-attitude is a concrete way of showing empathy for the reader.

YOU - ATTITUDE

1) Talk about the receiver not about yourself

2) Do not talk about feelings

3) Use “You” and “We” more than “I” in positive situation

4) Avoid “You ” in negative situation.

How to Create You-attitude

To bring accuracy, brevity, and clarity in the business writing, following rules are recommended for the use of words.

Use simple and familiar words.Use positive words.Use short words.Use exact words and phrases.Avoid excessive use of jargons.

Adaptation & Selection of Words

Business Letters / Business Correspondence

"The person who establishes a rapport with a customer through a piece of paper, is the most valuable asset to a

business organisation."

Business correspondence is an instrument of decision making in the business world.

Business Correspondence is a link between people.It helps to reinforce professional exchange of ideas,

opinion and information.

Letters

Business letters are important and indispensable part of the business communication.

Business letters are relied upon as one of the best ways to ensure conveying of accurate as well as detailed message.

“A business letter is a typed out talk.”Like a person incapable of a good conversation

proves ineffective, similarly an unplanned letter fails to deliver the message.

Thus, writing like speaking is also an art.

Meaning of Business Letters

Record and reference:-Business letters works as a permanent records of dealing

with customers, suppliers and governments agencies and serve as ready reference if further quarries arises.

Evidence of contracts:-Act as valid document and evidence of the contracts

between two parties.A letter signed by managing director is an authentic proof.

Needs of a Business Letter

Public relations:-Business letters serve as formal as well as informal

business relations even without personal contacts.Helps in making goodwill and positive image of

company in front of customers, creditors and other parties.

Business in remote:-Letters also serve business in case of dealing with

person operating in remote area, where transport and communication is not developed or distance is too long to deal with economically.

Kinds Of Letters

PRIVATE LETTERS

GOVERNMENT LETTERS

BUSINESS LETTERS

Private letters are usually exchanged b/w family members, friends and other near and dear ones which do not strictly follow any rules and regulations such as father/son, brother/sister and other relatives, etc.

Private Letters

Business letters are those which are written b/w business people for the purpose of business, e.g., rate inquiry letters, order for goods, letter for payment of balance amount, etc.

Business Letters

These are the ones which are written by government employees or officials in connection with some govt. affairs e.g., SDM, Deputy commissioner or any govt. employee, etc.

Government Letters

Record and Reference

Evidence of Contracts

Public Relations

Business in remote

Business Upliftment and Development

Business Goodwill

Functions of Business Letters

To encourage sales and purchase

To establish contacts with new clients

Resurrection dead (old)customers and revival of old

business relationships.

To re-establish and pre-establish business connections.

Service s after sales.

Source of encouragement, inspiration and motivation to

business personnels.

Objectives of Business Letters

To establish goodwill in business.

Recovery of old debit and credit.

Redressal of grievances.

Creating interest in business activities.

Exploring new business avenues.

Realization of outstanding payments.

Making the job of touring salesmen easy.

Objectives of Business Letters

Letter behavior assists in businessLetter behavior should be effective.Business letters are less expensive.Business letters – a written documentary testimony.Business letters – an advertising substitute.Making new contacts.Letter as a vehicle of expression of thoughts and

feelings.Easy confirmation of facts.

Importance of Business Letters

Essentials Of Good Business Letters

Quality related to subject -matter

Quality related to exterior form

ClarityContinuityCompactnessCorrectnessConcisenessCompleteness

ComprehensivenessConsiderationCourtesyCreativityCleanlinessEffectiveness

Quality Related To Subject -Matter

Paper for a letterEnvelopsTyping

Aesthetic aspect Margin Tidiness New paragraph Uniformity Underline

Enveloping the paper StampingDispatching

Quality Related To Exterior Form

1. Heading2. Date3. Inside address4. Salutation5. Reference

6. Body7. Complimentary

close8. Signatures9. Reference initials10.Enclosures.

Parts of Business Letters

1) Heading : the heading of a letter consists of the printed letterheads, mentioning the name of the company, its address, telephonic and e-mail address, symbols and trademarks.

2) Date : two or three lines below the letterhead, the date when the letter was typed should be mentioned. This serves an important reference for the future.

The date of the letter can be written in any of the following ways:-

Telephone No. Fax No.

SUREKA TRADERSStockiest and Distributors of Rubber Chemicals

November 30, 2013; 20 July, 2013;1st April, 2013; 10 January, 2014

3) Inside Address : below the date line the inside address is mentioned. It contains the name, title or division or department (if any), mailing address or pin code of the receiver.

4) Salutation : below the inside address the complimentary greeting, which is called salutation is made on the right or left side.

Mr. S.N.Narainswamy, Accountant,Finance & Accounting Department,Krishna Financers,12, Sardar Patel RoadHyderabad

Dear Sir / Madamor

Sir / Madam

Dear Mr. Amit Sharma orDear Ms. Anita

Used when there is a close relationship b/w two parties.

used in case of more formal relations for e.g., writing to superior officers, editor of newspapers, etc.

5) Reference Lines : for inviting special attention to the subject matter of the letter or singling out the person to whom the letter is addressed reference line is inserted below the inside salutation with word ‘Subject’ or ‘Attention’.

Mr. Manish MalhotraTirupathi, Rama TowerTilak Road, Hyderabad

Subject : Supply of 60 Engines.

OrDear Sir,

Finance Department,Punjab Tractors Limited,Phase II, Mohali

Attention- Mr. Rajeev Tandon, Accountant

6) Body : Body is the main part of the letter with preceding and succeeding parts as its ancillaries. These ancillaries are formalities, yet convey certain message.

The body of the letter starts two lines down the salutation either in block style with no paragraphs, indentation’s or semi block style with indented paragraphs. There is no hard and fast rule regarding adoption of the style; any style can be applied.

7) Complementary Close : after the body of the letter, complimentary close is typed whether on left or right side of the letter. This is conventional and polite way of ending letter.

Sincerely Yours sincerelyTruly Yours truly

Faithfully Yours faithfully

8) Signatures : while typing the letter, two orthree lines

below the complimentary closures, are left blank for the

signatures of the writer in ink. Just below, his name and

designation are typed.

9) Reference Initials : below the name and designation of the

sender, the sender of the letter puts his initials, which is

called ‘Reference Initials.’

10) Enclosures : this the certain material enclosed with the

letter for its indication. Enclosures are put at the end of the

letter.

1) Full Block : in this, all lines – date, inside address, salutation, paragraphs, complimentary closure, are flush with left margin. It concentrates too much on left rather than right. It is popular due to its pleasant and informal look.

2) Block : in this, all lines – except date and complimentary closure along with signatures (right margin)are flush from left margin.

Format of Business Letters

23-87 Queens Boulevard

Bayside, New York 10022

June 7, 200X

South Bank

Billing Inquiries Division

1042 Broadway

New York, New York, 10032

Dear Sir or Madam:

Subject: Correction of incorrect bill

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Respectfully,

Charles Dalloway

Full-Blocked Style

FULL BLOCK FORMAT

Example: Blocked Style23-87 Queens Boulevard

Bayside, New York10022

June 7 2003

South Bank

Billing Inquiries Division

1042 Broadway

New York, New York, 10032

Dear Sir or Madam

:Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Respectfully,

Mr. Charles Dalloway

BLOCK FORMAT

3) Semi Block : in this, (A) date and complimentary closure along with signatures are flush with right margin, (B) inside address & salutation are set flush with the left margin, and (C) paragraphs are indented. It is most popular among business world but requires extra typing adjustment, compared with block format.

4) Simplified : in this like full block format all lines are flush with the left margin but there is no salutation and complimentary closures. it eliminate the gender specific salutations [Sir / Madam]. Because of its simple and direct form and quality of time saving, it is popular in Western business world, but not in Indian business world.

Format of Business Letters

Semi Block23-87 Queens Boulevard

Bayside, New York10022

June 7 2003

South Bank

Billing Inquiries Division

1042 Broadway

New York, New York, 10032

Dear Sir or Madam, :XxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxXxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxXxxxxxxxxxxxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Respectfully,

Mr. Charles Dalloway

SEMI BLOCK FORMAT

Example: Simplified Style

23-87 Queens Boulevard

Bayside, New York 10022

June 7, 200X

South Bank

Billing Inquiries Division

1042 Broadway

New York, New York, 10032

CORRECTION OF INCORRECT BILL

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

CHARLES DALLOWAY

SIMPLIFIED FORMAT

Enquiry lettersQuotation & offersOrders & executionCircular lettersSales lettersComplaint lettersAdjustment lettersApologizingStatus enquiry & credit lettersCollection lettersBad news letters

Kinds Of Business Correspondence Letters

Writing business correspondence with banks does not require any special training.

A business house has to correspond with bank for the following reasons :Opening accountProcuring various loans or creditOpening letter of creditStop paymentsHypothecation of documents of titles to property, goods, life

insurance policy, etc.Honoring customers’ chequesCollection of customers’ cheques, bills, dividends, etc.Paying insurance premiumsProviding facilities like online banking, internet bankingTransferring money from one place to another, etc.

Correspondence With Banks

Specimen letter for opening a current a/c.Specimen letter for opening a saving bank a/c.Specimen letter for stopping payment of cheque.Specimen letter for vehicle loan.Specimen application form for loan.Specimen letter asking for overdraft facility.Specimen letter from bank informing irregularities in loan.Specimen letter asking bank to cancel fixed deposit. Specimen letter asking bank to cancel the draft.Specimen letter to bank asking regulation of entries.Specimen letter asking bank to operate (activate) the saving bank a/c.And many more.

Specimen Letters

In business, like private life, there are risks of many kinds- death, accident, fire, storm, burglary, perils of sea, etc.

Insurance is a mechanism of protecting and providing financial security against these possible risks by spreading the losses to many people. A pool is created by getting small contributions called premiums from persons and out of that a certain agreed sum is paid according to settled terms and conditions in form of claim.

The person seeking safety called Insured or assured, pays premium to the insurer or underwriter- the Insurance Corporation.

Correspondence With Insurance

Life InsuranceFire InsuranceMarine InsuranceGeneral Insurance

Kinds of Insurance

Life insurance (or commonly life assurance) is a contract between an insured (insurance policy holder) and an insurer or assurer, where the insurer promises to pay a designated beneficiary a sum of money (the "benefits") in exchange for a premium, upon the death of the insured person.

Depending on the contract, other events such as terminal illness or critical illness may also trigger payment. The policy holder typically pays a premium, either regularly or as a lump sum. Other expenses (such as funeral expenses) are also sometimes included in the benefits.

Life policies are legal contracts and the terms of the contract describe the limitations of the insured events. Specific exclusions are often written into the contract to limit the liability of the insurer; common examples are claims relating to suicide, fraud, war, riot and civil commotion.

Life Insurance

A fire insurance is a contract under which the insurer in return for a consideration (premium) agrees to indemnify the insured for the financial loss which the latter may suffer due to destruction of or damage to property or goods, caused by fire, during a specified period.

The contract specifies the maximum amount , agreed to by the parties at the time of the contract, which the insured can claim in case of loss. This amount is not , however , the measure of the loss. The loss can be ascertained only after the fire has occurred. The insurer is liable to make good the actual amount of loss not exceeding the maximum amount fixed under the policy.

The insurable interest in goods may arise out on account of (i) ownership, (ii) possession, or (iii) contract.

Fire Insurance

Marine insurance covers the loss or damage of ships, cargo, terminals, and any transport or cargo by which property is transferred, acquired, or held between the points of origin and final destination.

Cargo insurance — is a sub-branch of marine insurance, though Marine also includes Onshore and Offshore exposed property (container terminals, ports, oil platforms, pipelines); Hull; Marine Casualty; and Marine Liability.

When goods are transported by mail or courier, shipping insurance is used instead.

Marine Insurance

General insurance or non-life insurance policies, including automobile and homeowners policies, provide payments depending on the loss from a particular financial event. General insurance typically comprises any insurance that is not determined to be life insurance. It is called property and casualty insurance in the U.S. and Canada and Non-Life Insurance in Continental Europe.

General Insurance

Specimen Letters

ANY QUESTION ???????????????