Qn. Elaborate the points that are needed for effective formatting of business letter?
Communication is the lifeblood of business operations. And business letters are the indispensable part of business communication. The most precious gift we can feel proud of is our language. So we should always improve it, polish it, perfect it and command it in writing and in speak. English is used as a universal language for business communication. Communication is an exchange and exact replication of thoughts, feelings, facts, beliefs and ideas between and among the individuals through a common system of symbols to cause some actions or change in behavior.
The business communication depends upon several factors. The most important among that is, type of the business. Every business firm should communicate its idea to others in the form of letters. In this modern age Internet and e-mail business letters plays and important role. Good writing is the result of good planning and clear thinking. For writing an effective business letter, we should know the principles of good writing.
The main steps in effective writing are
1. Pre writing- preparation, planning, back ground research
2. Writing- Organizing and outlining material, writing the first draft.
3. Revising – Reworking and editing the draft, final typing and printing proof reading.
In the pre writing stage we should analyse the questions such as
· What is the purpose of this message?
· Why am I writing it?
· Who is the audience?
· Whom do I want to influence?
· What do I want to say?
· What is the scope of my subject?
· What result or actions do I want?
By finding the answers of above questions we came to the haven of perfect writing.
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The second step “writing” means the writing of first draft. It should be written quickly with out too much thought to elegant expressions or final order and paragraphing. As we write the first draft, keep our audience in mind. Doing so will help us stay focused on the purpose of our work. Keep writing until we have completed the first draft.
We should revise the material, by reading, from the viewpoint of a reader. If possible, we can ask others, for their comments and suggestions. Or we ourselves can check it after a break. So we can spot inconsistencies and errors more easily.
At the time of writing a business letter we should kept in mind the things like
1. Keep the letter short and clear
2. Use our own words
3. Use the proper form of address etc.
While writing business letter we shall keep some more points in out mind. That is
· Consider the audience for the proper angle
· Anticipate special problem in readers reaction
· Out line the message functionally
· Develop the first draft
· Edit content grammar clarity, conciseness and style
Business letters have the following basic parts
· Heading or Letter head:
Usually the heading of the letter is a printed one called the letter head. It may contains the name of the company, address, phone No., e-mail, website, name of the office or correspondent. If it is not there it should be typed at the upper right corner of the paper about one and one half inches from the top and flush with.............
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