Writing reveals one’s ability to think clearly and to use
language effectively.
Is a mode of communicating a message for a specific
purpose.
Includes : Replies to client, enquires, memos , contracts,
reports etc.
Introduction to Written Communication
We write to : (a) inform (b) persuade.
Writing To Inform :
To provide & explain information
-Also called informative writing
-Found in accounts of facts, scientific data, technical & business
reports etc
Writing To Persuade:
Aims at convincing the reader about a matter that is debatable.
Focus on reader.
Found in opinion essays, editorials, business & research proposals,
religious books, etc
The Purpose of Writing
Accuracy /Correctness of Statement:
A message should be communicated correctly in terms of
grammar, punctuation & spelling.
Check all facts & figures
Check the choice of words
Check the language and tone.
Follow the rules of grammar
Pay attenuation to punctuation marks
Check usage for spelling & usage.
Principles of Effective Writing
Briefness/Brevity:
Means short/lasts for only a short time.
Lies in saying only what needs to be said and leaving out
unnecessary words or details.
Clarity
Matter should be written in correct manner so that the reader
understands the matter in the first reading itself.
Words & phrases with double meaning should be avoided
Principles of Effective Writing
Why Structuring Information so important in Business
CommunicationChoosing an
appropriate writing style
Structuring the document and organizing the
information
Deciding on the layout and document design
Good News Letter : Letters that please the receiver.
Routine Letters :Letters that neither please nor displease but are
receive with interest.
Business Letters
Pleasant news or idea
Details or Explanations
Closing messages or thoughts
Major Ideas Details or Explanations Closing thoughts
Layout of Business Letters
The Full-Block
Style
• Every line begins at the same distance from the left
margin, which results in each paragraph looking like a
distant block.
The Semi-Block
Style
• The beginning of the paragraph is not left aligned;
only the lines are left aligned. The first line of each
paragraph is indented. The date, closing, signature,
name & title are indented to the right half of the page.
The Simplified
Style
• The letter has neither a salutation nor a closing. A
subject line takes place of the salutation.
Business Letter Layouts
The Full-Block Style
The Semi-Block Style
The Simplified Style
Also called as Cover letter , can be considered as a sales
letter.
If he/she is able to write an application well , it has a
possible chance he/she may be considered for the job.
A letter of application must be so effective that it impress
the reader into granting interview.
The job seeker must first know to whom to write an
application letter.
Application Letter
First Paragraph
Specify the reference for the job.
State the position he/she is applying
Second Paragraph
Gives details regarding applicants qualifications & experience.
Describe any extracurricular activities that show leadership ability.
Can also include any project works done.
Third Paragraph
Asks for an interview.
Can suggest that he/she come in for an interview at the employer’s
convenience.
Drafting an Application Letter
A resume of a graduate lists
Personal /Biographical details
His /Her educational back ground.
Details of his /her work experience
Reference.
Resume
• Heading Include –applicant’s name, address,
telephone number, email address
• Objective Mention the specific ,desired position that
suits his /her educational background &
experience
Eg :-
•To attain a challenging position in the field of Technology to explore my inner
capabilities and to work more responsibly for the development of the
organization.
• Seeking a challenging and rewarding opportunity with an organization, which
recognizes my true potential and effectively utilizes/ nurtures my skills.
Education The highest qualification is most important & relevant.
If any short-term training /special certificate programme
taken in addition to course work ,if they are relevant.
The applicant should also list any specialization/majors
with the grade point.
Year - Graduation – Name of University/College – Subject taken – Grade point
• Work Experience Include all experience , part –time , full –time
• Awards & Honors Mention all scholarships, prizes ,awards won in the college
level.
• Activities The applicants should mention his/her college activities like
president, secretary etc
•Reference Name of 2/3 persons, who know that they being listed as
preferences
Format : Full name, Business address, email address, telephone number
An appointment letter is written to inform a
person that he or she has been selected for a
particular position in an organization.
A letter of resignation is written to announce the
author's intent to leave a position currently held,
such as an office, employment or commission.
Appointment Orders & Letter of Resignation
A complaint letter is a letter written by a Customer of a
service/products commenting on poor service/product.
It usually outlines the fault(s) with the service and highlights customer
dissatisfaction with the particular service/product.
Usually in the letter there would also be a suggested conclusion e.g. A
refund.
Letter Format
Opening : Dear sir, Dear Name, etc
Content
Closing
Letter of Complainant
A written account of real or simulated managerial problems, dilemmas
and situations calling for solutions.
Case Analysis
Theoretical
cases
• Meant for reading & clarifying theoretical concepts.
• The interplay of ideas is presented in the form of
action, interaction etc
•Mainly used in academic .
Factual Cases • Based on facts.
•Present issues with full details of facts & figures.
• Analysis requires a systematic approach to identify the
problem, alternative solution and the best solution.
Process of Analyzing a Case• Study the Case thoroughly.• Underline important points.• Taking notes of important issues, facts & ideas.1.Study the Case
• Identify the main problem.• Discover relationship between the problem.• Factors responsible for the problem.2. Identify the Problem
• What is the critical issues or problems to be solved.
• Formulate the problem in precise words.3. Define the Problem
Process of Analyzing a Case• Find out if any multiple causes.• Avoid premature solutions & judgments.4. Identify the causes of
problems
• Suggest alternative solutions to the problem.• What are the possible ways?5. Develop Alternative
Solutions
• Evaluate each solutions.• Compare the results.• Decide the best course of action.
6. Evaluate Alternative
• Work out a plan of implementation.7.Develop a plan of action
Title of the Case. The statement of the problem / Summary of the
Case. SWOT Analysis / The Scope of the analysis Alternative Solutions & their evaluations. The recommended solutions Conclusion.
Writing a Case Analysis
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