letters

SESSION OBJECTIVESSESSION OBJECTIVES

• Understand the professional Understand the professional communication through business communication through business Letters, notices and circulars. Letters, notices and circulars.

• Explain the different types and Explain the different types and formats of letters.formats of letters.

• To get the tips on improving written To get the tips on improving written communication.communication.

““THE SOURCE OF BAD WRITING IS THE SOURCE OF BAD WRITING IS THE DESIRE TO BE MORE THAN A THE DESIRE TO BE MORE THAN A PERSON OF SENSE- TO BE PERSON OF SENSE- TO BE THOUGHT A GENIUS. IF PEOPLE THOUGHT A GENIUS. IF PEOPLE WOULD ONLY SAY WHAT THEY WOULD ONLY SAY WHAT THEY HAVE TO SAY IN PLAIN TERMS, HAVE TO SAY IN PLAIN TERMS, HOW MUCH MORE ELOQUENT HOW MUCH MORE ELOQUENT THEY WOULD BE”THEY WOULD BE”

SAMUEL TAYLOR SAMUEL TAYLOR

COLERIDGECOLERIDGE

Business LettersBusiness Letters

Letters of ApplicationLetters of Application

PROFESSIONAL COMMUNICATION

INTRODUCTIONINTRODUCTION

• What is a business letterWhat is a business letter

• Parts of business letterParts of business letter

• How to write a business letterHow to write a business letter

• Different format of a business letterDifferent format of a business letter

• Always rememberAlways remember

WHAT IS A BUSINESS WHAT IS A BUSINESS LETTERLETTER• A A business letterbusiness letter is a letter written in is a letter written in

formal language, usually used when formal language, usually used when writing from one business organization writing from one business organization to another, or for correspondence to another, or for correspondence between such organizations and their between such organizations and their customers, clients and other external customers, clients and other external parties. The overall style of letter will parties. The overall style of letter will depend on the relationship between the depend on the relationship between the parties concerned.parties concerned.

HOW TO WRITE A BUSINESS HOW TO WRITE A BUSINESS LETTERLETTER• A good business letter is brief,

straightforward, and polite. If possible, it should be limited to one single-spaced typewritten page. Because it is so brief, a business letter is often judged on small, but important, things: format, grammar, punctuation, openings and closings. A business letter is not the place to try out fancy fonts or experimental writing styles.

A successful business letter is determined by its structure.

Essentially, it should contain five main parts —• DATE, • HEADING (the subject or reference), • OPENING• BODY• CLOSING — plus the name and address of the

addressee (the recipient), and a final salutation (yours sincerely, etc. then four or five spaces to the name of the author, with a signature between).

Business letters should be brief and to the point and contractions (I’ve, don’t, we’ll etc.) are best avoided. A copy of all business correspondence should be retained for future reference.

PARTS OF A BUSINESS PARTS OF A BUSINESS LETTERLETTER• Return addressReturn address• Date of writingDate of writing• Recipient’s addressRecipient’s address• Salutation or GreetingSalutation or Greeting• Message (Body of the letter)Message (Body of the letter)• ClosingClosing• Signature, Printed Name and Position Signature, Printed Name and Position

of the Senderof the Sender

BUSINESS LETTERSBUSINESS LETTERS

PurposePurpose

Refer to job advertisementRefer to job advertisement

Mention company contactMention company contact

Preview qualificationsPreview qualifications

Supporting DetailsSupporting Details

Prove claims with examplesProve claims with examples

Tie qualifications to the requirements of the positionTie qualifications to the requirements of the position

Quantify evidenceQuantify evidence

DetailDetail your experience your experience

Goodwill ClosingGoodwill Closing

Offer to meet for an interviewOffer to meet for an interview

Refer to résuméRefer to résumé

Make your final pitchMake your final pitch

THE LETTER OF APPLICATION: STRUCTURE

PARTS OF A BUSINESS LETTERDateThe date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line.

For example: June 11, 2001. )

Write out the month, day and year two inches from the top of the page.

Depending which format you are using for your letter, either left justify the date or center it horizontally.

Including the address of the sender is optional. If you choose to include it, place the address one line below the date. Do not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city and zip code.

•The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing.

• Include a personal title such as Ms., Mrs., Mr., or Dr.

• Follow a woman's preference in being addressed as Miss, Mrs., or Ms.

•Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Rahul:).

• In all other cases, however, use the personal title and full name followed by a colon. Leave one line blank after the salutation.

• For block and modified block formats, single space and left justify each paragraph within the body of the letter.

• Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point.

• The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details.

• The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

•The closing begins at the same horizontal point as your date and one line after the last body paragraph.

• Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature.

• If you have enclosed any documents along If you have enclosed any documents along with the letter: with the letter:

• such as a resume, you indicate this simply such as a resume, you indicate this simply by typing Enclosures one line below the by typing Enclosures one line below the closing. closing.

• As an option, you may list the name of each As an option, you may list the name of each document you are including in the envelope. document you are including in the envelope.

A business letter is a formal way of communicating between two or more parties. There are many different uses of business letters. Business letters can be informational, persuasive, motivational, or promotional.

HOW TO WRITE A BUSINESS HOW TO WRITE A BUSINESS LETTERLETTER

A good business letter is brief, straightforward, and polite. If possible, it should be limited to one single-spaced typewritten page.

A business letter is often judged on small, but important things:

format, grammar, punctuation, openings and closings.

There are two main styles of business letters:

•Full block style: Align all elements on the left margin.

•Modified block style: Down the middle of the page, align the return address, date, closing, signature, and typed name; align other elements on the left page margin.

DIFFERENT FORMAT OF DIFFERENT FORMAT OF BUSINESS LETTERBUSINESS LETTER

• BLOCKBLOCK

• MODIFIEDMODIFIED

• SEMIBLOCKSEMIBLOCK

• SIMPLIFIED BLOCK FORMATSIMPLIFIED BLOCK FORMAT

BLOCK FORMATBLOCK FORMATReturn addressReturn address

DatelineDateline

Recipient’s addressRecipient’s address

SubjectSubject

Salutation or greetingSalutation or greeting

Message (body of the letter)Message (body of the letter)

ClosingClosing

SignatureSignature

(Recipient’s name)(Recipient’s name)

DesignationDesignation

* BLOCK FORMAT IS MOSTLY USED * BLOCK FORMAT IS MOSTLY USED

Return Address Line 1 Return Address Line 2 Date (Month Day, Year) Mr./Mrs./Ms./Dr. Full name of recipient. Title/Position of Recipient.Company NameAddress Line 1Address Line 2 Dear Ms./Mrs./Mr. Last Name: Subject: Title of Subject Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Closing (Sincerely...), Signature Your Name (Printed) Your Title Enclosures (2) Typist Initials.

MODIFIED FORMATMODIFIED FORMATReturn addressReturn address

DatelineDateline


SubjectSubject

Salutation or GreetingSalutation or Greeting


ClosingClosing

Signature Signature



Return Address Line 1Return Address Line 2

Date (Month Day, Year)

Mr./Mrs./Ms./Dr. Full name of recipient. Title/Position of Recipient.Company NameAddress Line 1Address Line 2 Dear Ms./Mrs./Mr. Last Name: Subject: Title of Subject Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Closing (Sincerely...), Signature Your Name (Printed) Your Title

Enclosures (2) Typist Initials.

SEMIBLOCK FORMATSEMIBLOCK FORMATReturn addressReturn address

DatelineDatelineRecipient’s addressRecipient’s address

SubjectSubject


ClosingClosing

SignatureSignature



* In this only body of the letter means paragraph’s is indented and * In this only body of the letter means paragraph’s is indented and everything is same as the modified.everything is same as the modified.

Return Address Line 1 Return Address Line 2

Date (Month Day, Year)

Mr./Mrs./Ms./Dr. Full name of recipient. Title/Position of Recipient.Company NameAddress Line 1Address Line 2 Dear Ms./Mrs./Mr. Last Name: Subject: Title of Subject Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Closing (Sincerely...), Signature Your Name (Printed) Your Title

Enclosures (2) Typist Initials.

SIMPLIFIED BLOCK FORMATSIMPLIFIED BLOCK FORMAT

Return addressReturn address

DatelineDateline


SubjectSubject

Message ( body of the letter)Message ( body of the letter)

ClosingClosing

SignatureSignature



ALWAYS REMEMBERALWAYS REMEMBER

• A good business letter should be A good business letter should be polite and to the point.polite and to the point.

• Do not use the short form of the Do not use the short form of the words.words.

Business Letter in Block Style

(notice that you don’t indent at all in a block style business letter)

2. You need your own address.

This part goes in the “heading”

section.

Underneath your

address, put the date.Skip four lines.

1. Margins: the space around your letter.1. Go to “File.”

2. Scroll down to “Page Set-Up”

3. On the “Margins” Tab, Put “1-Inch” for the top, bottom, left, and right margins.

2. You need your own address.

This part goes in the “heading”

section.

Underneath your

address, put the date.Skip four lines.

4.Salutation/Greeting

Dear Mr. Sharma (or whoever is the head of

your organizatio

n)Use Ladies and

Gentlemen when name is

unknownDouble space.

5. Body: State your purpose for writing this letter. Be formal and polite; the organization is doing

YOU a favor by sending

you the information

.

You may or may not have more than one paragraph. If you do, between each paragraph, be sure to double space.

6. Closing: Yours Sincerely

Four spaces after the closing

Then your name. In between the closing and your name, that is where you would sign your name.

PRINCIPLES TO KEEP IN PRINCIPLES TO KEEP IN MIND MIND

BUSINESS LETTERS: WHERE TO BUSINESS LETTERS: WHERE TO BEGIN BEGIN • Think about your purpose and what requirements are Think about your purpose and what requirements are

mentioned or implied in the description of the task mentioned or implied in the description of the task

• Identify qualifications, attributes, objectives, or Identify qualifications, attributes, objectives, or answers that match the requirements.answers that match the requirements.

• If there are industry- or field-specific concepts or If there are industry- or field-specific concepts or terminology that are relevant to the task at hand, use terminology that are relevant to the task at hand, use them in a manner that will convey your competence them in a manner that will convey your competence and experience. and experience.

• Avoid any language that your audience may not Avoid any language that your audience may not understand. understand.

BUSINESS WRITING IS DIFFERENT BUSINESS WRITING IS DIFFERENT

• Assume that your audience has limited time and is likely Assume that your audience has limited time and is likely to skim. Therefore state the “bottom line”to skim. Therefore state the “bottom line”

• The business letter will be the first impression that you The business letter will be the first impression that you make on someone. Take great care that your letter's make on someone. Take great care that your letter's content is clear and that you have proof read it carefully. content is clear and that you have proof read it carefully.

• In business writing, as in all writing, you must know In business writing, as in all writing, you must know your audience. your audience.

• Don’t overuse “I” – try me/my or “burying” Don’t overuse “I” – try me/my or “burying” the I in mid-sentencethe I in mid-sentence

E.g.: “When working in the sales E.g.: “When working in the sales dept., I accomplished….”dept., I accomplished….”

• Negative commentsNegative comments

• Vague form of letterVague form of letter

THE LETTER OF APPLICATION: COMMON ERRORS


Fit the Argument to the ContextFit the Argument to the Context

3. If your skills and experience don’t fit,3. If your skills and experience don’t fit,

persuade with your interestpersuade with your interest

Eg. “Although I’ve worked in the fashion Eg. “Although I’ve worked in the fashion industry for ten years, I’ve always wanted industry for ten years, I’ve always wanted to be an interior design assistant.”to be an interior design assistant.”

THE LETTER OF APPLICATION: STRATEGIES


Fit the Argument to the ContextFit the Argument to the Context

1. If you’re well qualified for the job,1. If you’re well qualified for the job,

convince with your experienceconvince with your experience

E.g.: “ My record as assistant marketing director E.g.: “ My record as assistant marketing director at ABC publishing is excellent, and I am at ABC publishing is excellent, and I am excited at the possibility of contributing to excited at the possibility of contributing to the success of your company as your the success of your company as your marketing director.”marketing director.”

The Letter of Application: Strategies


• To connect yourself with the jobTo connect yourself with the job

• To connect with the recipientTo connect with the recipient

• To demonstrate you’ve done your To demonstrate you’ve done your “homework”“homework”

• To impress with your style and clarityTo impress with your style and clarity

• To “flesh out” the résuméTo “flesh out” the résumé

THE LETTER OF APPLICATION: GOALS

THE STARTTHE START

• Dear Sir or Madam: (use if you don't know who Dear Sir or Madam: (use if you don't know who you are writing to)you are writing to)

• Dear Dr, Mr., Mrs., Miss or Ms Sharma: (use if you Dear Dr, Mr., Mrs., Miss or Ms Sharma: (use if you know who you are writing to, and have a formal know who you are writing to, and have a formal relationship with)relationship with)

• VERY IMPORTANT use Ms for women unless VERY IMPORTANT use Ms for women unless asked to use Mrs. or Miss) asked to use Mrs. or Miss)

• Dear Rahul : (use if the person is a close business Dear Rahul : (use if the person is a close business contact or friend)contact or friend)

THE REFERENCE THE REFERENCE

• With reference to your advertisement in With reference to your advertisement in the the Times, Times, your letter of 23 rd March, your letter of 23 rd March,

• With reference to your phone call today,With reference to your phone call today,

• Thank you for your letter of March 5th. Thank you for your letter of March 5th.

THE REASON FOR WRITING THE REASON FOR WRITING • I am writing to inquire about I am writing to inquire about

I am writing to apologize for I am writing to apologize for I am writing to confirmI am writing to confirm

RequestingRequesting • Could you possibly? Could you possibly?

I would be grateful if you couldI would be grateful if you could I would be highly obliged to you if you wouldI would be highly obliged to you if you wouldIt would be very kind of you toIt would be very kind of you to

Agreeing to RequestsAgreeing to Requests • I would be delighted toI would be delighted to

It would be my pleasure toIt would be my pleasure to

Giving Bad News Giving Bad News

• Unfortunately Unfortunately

I am afraid thatI am afraid that

I am sorry to say thatI am sorry to say that

ENCLOSING DOCUMENTS ENCLOSING DOCUMENTS

• I am enclosing I am enclosing

• Please find enclosedPlease find enclosed

• Enclosed you will find Enclosed you will find

• Enclosed herewithEnclosed herewith

CLOSING REMARKSCLOSING REMARKS

• Thank you for your help Thank you for your help

• Please contact us again if we can help in any Please contact us again if we can help in any way.way.

• Please contact us if there are any problems.Please contact us if there are any problems.

• Please feel free to contact if you have any Please feel free to contact if you have any questions. questions.

REFERENCE TO FUTURE REFERENCE TO FUTURE CONTACT CONTACT

I look forward to ...I look forward to ...

hearing from you soon. hearing from you soon.

meeting you next Tuesday. meeting you next Tuesday.

seeing you next Thursday. seeing you next Thursday.

THE FINISH THE FINISH

• Yours faithfully, (If you don't know the name Yours faithfully, (If you don't know the name of the person you're writing to) of the person you're writing to)

• Yours sincerely, (If you know the name of the Yours sincerely, (If you know the name of the person you're writing to) person you're writing to)

• Best wishes, Best wishes,

• Best regards, (If the person is a close Best regards, (If the person is a close business contact or friend) business contact or friend)

We write friendly letters to people we know well. We might write a

friendly letter to our parents, grandparents, or our friends.

311 East StreetNew DelhiAugust 16, 2004

Dear Anil,

How has your summer been? Not too hot I hope. Did you get to visit your grandparents? Did you go on your trip to Shimla as you had hoped? They say Shimla is a beautiful city.

This is my second season at Camp . I just passed my swimming test. Now I can swim out to the raft and also use the boats. To pass I had to jump into the water with my clothes on (as if I had just fallen out of a boat). Then I had to take them off down to my trunks, even my shoes and socks, and finally swim back to shore. It was tough, but I did it!

I’m looking forward to seeing you soon. There is lots of news to catch up on!

Your friend,

Mahesh

What are the parts of a friendly letter?

heading greeting body closing signature

heading

311 StreetNew DelhiAugust 15, 2004

The first part of a friendly letter is called the heading. The heading includes the writer’s address and the date. The heading is written in the upper right-hand corner of the page.

greetingDear Anil,

The second part of the friendly letter is the greeting. It is written under the heading at the left margin. It begins with a capital letter and ends with a comma.

What do you want to say to the person you are writing to? We put what we want to say in the body of the letter. The body of the letter is in paragraph form. The first line of each paragraph is indented.

How has your summer been? Not too hot I hope. Did you get to visit your grandparents? Did you go on your trip to Shimla as you had hoped? They say Shimla is a beautiful city.

heading

311 East StreetNew DelhiAugust 15, 2004

greetingDear Anil,

How has your summer been? Not too hot I hope. Did you get to visit your grandparents? Did you go on your trip to Shimla as you had hoped? They say Shimla is a beautiful city?

This is my second season at Camp.I just passed my swimming test. Now I can swim out to the raft and also use the boats. To pass I had to jump into the water with my clothes on (as if I had just fallen out of a boat). Then I had to take them off down to my trunks, even my shoes and socks, and finally swim back to shore. It was tough, but I did it!


body

The closing and signature are the last parts on the friendly letter. Your closing might be:

Your friend,Yours truly,

Sincerely,Your son,

The closing is lined up directly under heading. It begins with a capital letter and ends with a comma.

The signature is your name written directly under the closing.

heading 311 East Duke StreetStanley, N.C. 28164August 15, 2004

greetingDear Phil,

How has your summer been? Not too hot I hope. Did you get to visit your grandparents? Did you go on your trip to Toronto as you had hoped? They say Toronto is a beautiful city?

This is my second season at Camp Bellaire. I just passed my swimming test. Now I can swim out to the raft and also use the boats. To pass I had to jump into the water with my clothes on (as if I had just fallen out of a boat). Then I had to take them off down to my trunks, even my shoes and socks, and finally swim back to shore. It was tough, but I did it!


body

Your friend,

Mahesh

closing

signature

6666

Cover Letters

6767

Why do cover letters matter?

• They create a mutual interest between reader and writer• They draw on job description to define qualifications and

experiences that fit the professional needs of the employer• They may lead an employer to consider you for an interview even if

your resume is not exactly on target• Cover letters must answer 2 main questions:

• Why you are interested in the position?• How you do qualify for the position?

• What can you contribute? • (Use specific resume points and expand to show examples

of abilities)• When creating your cover letter, keep in mind that:

• Research is critical: Demonstrated knowledge of the potential employer makes your total resume/cover letter package more effective

• Customization is important. Like your resume, a targeted cover letter builds a better case for the applicant’s match with the open position

• They create a mutual interest between reader and writer• They draw on job description to define qualifications and

experiences that fit the professional needs of the employer• They may lead an employer to consider you for an interview even if

your resume is not exactly on target• Cover letters must answer 2 main questions:

• Why you are interested in the position?• How you do qualify for the position?

• What can you contribute? • (Use specific resume points and expand to show examples

of abilities)• When creating your cover letter, keep in mind that:

• Research is critical: Demonstrated knowledge of the potential employer makes your total resume/cover letter package more effective

• Customization is important. Like your resume, a targeted cover letter builds a better case for the applicant’s match with the open position

6868

Structure of a Cover LetterReturn Address/Your Address: The address should be aligned with the rest of the text (generally

left) Return Address/Your Address: The address should be aligned with the rest of the text (generally

left)

Date: Written out: ex. April 18, 2002Date: Written out: ex. April 18, 2002

Salutation: Dear Mr., Ms., Dr., etc Salutation: Dear Mr., Ms., Dr., etc

Name and Address of the Recipient: The following should be included in this sequence: •Line 1: Person’s full name (always make an effort to know the name rather than just “Human Resource”)•Line 2: Person’s Title•Line 3: Department•Line 4: Company Name•Line 5: Street Address•Line 6: City, State, ZIP code

Name and Address of the Recipient: The following should be included in this sequence: •Line 1: Person’s full name (always make an effort to know the name rather than just “Human Resource”)•Line 2: Person’s Title•Line 3: Department•Line 4: Company Name•Line 5: Street Address•Line 6: City, State, ZIP code

Body: 2-3 paragraphs telling the reader why you are interested and why you are qualifiedBody: 2-3 paragraphs telling the reader why you are interested and why you are qualified

Opening: 1 short paragraph that announces the purpose of the letter and gives the reader a reason to read onOpening: 1 short paragraph that announces the purpose of the letter and gives the reader a reason to read on

Closing: 2-3 sentences thanking the reader and defining next steps/follow-upClosing: 2-3 sentences thanking the reader and defining next steps/follow-up

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Cover Letter Opening, Body and Closing

Ms. Jane Student10 Terp DriveCity, MD 20748

April 18, 2002

Mr. John BenefitHuman Resources ManagerHuman Resources DivisionShell Shock, Inc.19 Saddle StreetCity, MD 20748

Dear Mr. Benefit:

Opening/Introduction

Body

Closing

Sincerely,

Jane Student

Jane Student

Ms. Jane Student10 Terp DriveCity, MD 20748

April 18, 2002

Mr. John BenefitHuman Resources ManagerHuman Resources DivisionShell Shock, Inc.19 Saddle StreetCity, MD 20748

Dear Mr. Benefit:

Opening/Introduction

Body

Closing

Sincerely,

Jane Student

Jane Student

Opening/Introduction: Reference previous conversation or correspondence, if there has been any. State how you found the job – were you recommended by a person the employer may know? Briefly state your current situation – why are you interested in the job? Mention company name, job title, etc. – customize.

Body: Define your accomplishments and how they relate to the job. Elaborate on experiences on your resume that connect with the qualifications/experiences the employer seeks – be specific and customize. Show that you have researched the company, Ex. “Shell Shock, Inc. has a long standing tradition of great customer service, my experience as a . . . will contribute to …” You may also explain large gaps of unemployment.Closing: State the action you expect from the recipient and/or the action you will take. Offer specific time frames for the action, Ex. “I will follow-up with you in two weeks.” Thank the reader for his/her time and consideration.

ALWAYS REMEMBERALWAYS REMEMBER

• A good business letter should be A good business letter should be polite and to the point.polite and to the point.

• Do not use the short form of the Do not use the short form of the words.words.

NOTICES AND CIRCULARSNOTICES AND CIRCULARS

NOTICENOTICE• An announcement containing information An announcement containing information

about an event; "you didn't give me about an event; "you didn't give me enough notice"; "an obituary notice"; "a enough notice"; "an obituary notice"; "a notice of salenotice of sale

• The act of observing; perception; A The act of observing; perception; A written or printed announcement; Formal written or printed announcement; Formal notification or warning; A published critical notification or warning; A published critical review of a play etc...review of a play etc...

NOTICE OF MEETINGNOTICE OF MEETING

• It is a form of communication to It is a form of communication to summon or call persons who are summon or call persons who are entitled to attend the meeting.entitled to attend the meeting.

• Notification of the meeting Notification of the meeting should be sent well in advance should be sent well in advance of meeting date.of meeting date.

• Only the chairperson is Only the chairperson is authorized to call for a meeting.authorized to call for a meeting.

The notice should mention the name The notice should mention the name and address of the organization, and and address of the organization, and the date on which it is issued besides the date on which it is issued besides indicating the day, date, time and indicating the day, date, time and venue of the meeting. The business to venue of the meeting. The business to be transacted should be mentioned in be transacted should be mentioned in the notice if the number of items is the notice if the number of items is small; otherwise it should be small; otherwise it should be indicated in a separate sheet and indicated in a separate sheet and enclosed with the notice as annexure.enclosed with the notice as annexure.

The notice of a meeting The notice of a meeting must specify:must specify:

• The date, time and place of the meeting.The date, time and place of the meeting.

• The name of the company.The name of the company.

• The type of meeting.The type of meeting.

• The authority by which notice is issuedThe authority by which notice is issued

• The name and signature of the person The name and signature of the person issuing the notice.issuing the notice.

• The matters to be discussed at the meeting.The matters to be discussed at the meeting.

• In the case of special business, an In the case of special business, an explanatory statement.explanatory statement.

• The exact wording of any proposed The exact wording of any proposed resolution.resolution.

• The date of issue of the notice.The date of issue of the notice.

• Any enclosures required to be sent with the Any enclosures required to be sent with the notice.notice.

IMPORTANCE OF IMPORTANCE OF NOTICES & CIRCULARS :NOTICES & CIRCULARS :

•Notice or circulars are circulated in Notice or circulars are circulated in advance to the members advance to the members participating in a meeting.participating in a meeting.

•They help the members to come They help the members to come prepared for the meeting.prepared for the meeting.

• Notice can also be circulated to Notice can also be circulated to inform the members of the inform the members of the organization of some important organization of some important information or event .information or event .

• It ensures that only matters relevant to It ensures that only matters relevant to the topic are informed and suggestive the topic are informed and suggestive

• measures are invited by the members.measures are invited by the members.

• It ensures that every point is properly It ensures that every point is properly taken up for discussiontaken up for discussion

• It ensures that the meeting is organized It ensures that the meeting is organized in a cordial and formal manner.in a cordial and formal manner.

FORMAT OF NOTICE FORMAT OF NOTICE NOTICENOTICE

NAME OF THE INSTITUTIONNAME OF THE INSTITUTION

datedate

placeplace

body of the notice -must include what, where, when, who and howbody of the notice -must include what, where, when, who and how

signsign

(name)(name)

designation designation

DIFFERENCE BETWEEN :DIFFERENCE BETWEEN :NOTICE CIRCULAR

1) Is an official document which announces an important event.

The official document is prepared to get the consensus of the people.

2) The notice is prepared and is put up on the notice board for everyone to view it.

The circular is circulated among the people in order to get the response.

A notice or a circular is a formal document that A notice or a circular is a formal document that aids in initiating any new activity or aids in initiating any new activity or announcement in the corporate organisation. announcement in the corporate organisation. It helps the management to reach out to the It helps the management to reach out to the members of the organization within the short members of the organization within the short span of time and acquiring their suitable span of time and acquiring their suitable suggestions that would indeed prove to be suggestions that would indeed prove to be beneficial in the growth of the organization.beneficial in the growth of the organization.

THANK YOUTHANK YOU Prof. Dr. Madhulika Jha Prof. Dr. Madhulika Jha

DirectorDirector

Amity Institute Of English & Business Amity Institute Of English & Business CommunicationCommunication

Contact: 9810362914Contact: 9810362914

E-mail: [email protected]: [email protected]

letters

Documents

successful business

business parts

letter of application

business organization

overall style of letter

closing paragraph

recipients address

inside address