VIDYABHARTI TRUST INSTITUTE OF TECHNOLOGY AND RESEARCH CENTER

SUBJECT
MANAGERIAL COMMUNICATION ASSIGNMENT ON BUSINESS LETTER

SUBMISSION DATE
December 20, 2010

BATCH
MBA SEM - I

SUBMITTED TO

PRATIMA SHAH

SUBMITTED BY -

DIKSHITA KORODAYA (PEN No. 108140592027) MITU GUHA (PEN No. 108140592036)

BUSINESS LETTER
Introduction :
Business letter serve as a means to reach out to people not only the within the locality and a neighborhood. But also in other cities and nations. They represent you when you transaction in writing. They have become such an integral part of everyday that one cannot think of running a business without the related correspondence.

Importance of Business Letter :

It is the most effective form of communication in terms of money and time. They serve as a permanent record of business activities. They help to promote sale or products and services. They are the tools in maintaining the established business relationship and establishing new relationship. They help in establishing goodwill, trustworthiness and creditability of the organization. They help in removing misunderstanding. They serve as a legal evidence in case of legal disputes and complaints. They are useful means of information and instructions. They are helpful in smooth functioning of business activities

Purpose of Business Letter :

To exchange information, ideas, reactions, opinions etc. between business professionals or business units and customers or clients. To promote better understanding and to introduce personal element in business. To supply accurate information precisely and promptly and thereby facilitates the process of decision making. To expand business activities. To creates goodwill and reputation in the outside. To enable a business unit to function in an orderly manner.

 To inform, congratulate, inquire, order, request, collect dues, complaint, make an adjustment sale a product, service or skill apply for job.

What Is Tone? Tone in writing can be defined as attitude or emotion toward the subject and the reader.

10 Tips for Using the Appropriate Tone in Business Writing

1. The tone for most business writingincluding business letters, memos, reports, instructional documentation, and so forthshould be fairly formal, even though each company's culture is obviously somewhat distinct. Even when you know the readers quite well, and almost certainly when you do not, the tone should be quite formal in most written business communication. Though most business correspondence is fairly formal, don't make the mistake of being too formal. You want your writing to sound natural, not stuffy or stilted. No matter the subject or the circumstances, you should be positive in your writing, even if the information is negative. Word choice is very important in accomplishing this. Not: Because of recent declines in profits, no one will be getting a Christmas bonus this year. But: Unfortunately, due to decrease in the sales this year, we will not be able awarding Christmas bonuses this year. However, we want to thank you, as always, for your outstanding performance. 4. Your tone should be courteous and professional at all times, and it should convey strength and confidence. By this readers are more likely to agree and accept the message you are conveying. However, you must not be curt, overconfident, as this will likely alienate your reader. If you are too tentative, readers might not take you seriously, but if you are too demanding, they might resent your request and be less inclined to comply. Thus, it is important to find the proper balance

2.

3.

Not: you did not assemble the parts correctly, and so the product is malfunctioning.

But: the product may not work correctly if any errors occur during assemble

5.

Be honest and sincere. You will be able to build greater trust with readers and consequently, be able to accomplish moreif they know that they can believe what you say.

6.

Always use appropriate language in business correspondence. In your business writing, you should refrain from using slang, bad grammar, or sloppy sentence constructions, and you should use correct punctuation and capitalization. You must also avoid discriminatory or derogatory language.

7.

Avoid flowery or verbose language. Don't be wordy in a misguided attempt to be diplomatic or to sound more eloquent or educated. Rather, use clear, concise, simple language without talking down to your readers.

8.

In most cases, it is best to use active rather than passive constructions in your writing. Because the active voice is more direct, it is generally shorter and clearer.

9.

Take the time to write well. When necessary, do research so that you are knowledgeable on the subject about which you are writing and can adequately express your ideas. This too will help you to convey the appropriate tone by allowing you to write with clarity and confidence.

10.

You may need to give yourself some time before you write so that you can do so objectively; don't write correspondence when you're overly emotional. Instead, wait until the next day, if necessary.

Types of Business Letter :

Inquiry Letter Order Letter : It indicating that buyers enquires about goods and services and sellers replies giving information and quotation. : Order is an offer to buy goods from seller. An order letter is the one that is written by the person/company placing the request of purchase from another company. : The sales letter is the most highly individualized form of advertising and publicity. It addresses an individual personally, and attempts to changes the person into an interested, potential buyer.

Sales Letter

Compliant Letter : When mistake occurs, complaints will arise. The inconvenience to the customer arise at the time the customer has give a complain to the seller. Memo Letter : A large number of quick messages less formal then the letter are exchange within an organization as well as with person outside. The purpose of a momo may be : To ask for information To give information To request decision or action To convey information about action or decision.

Format of a Business Letter

Tel. Fax. Ref.

Name of the firm Postal Address

E-mail: Website: Date:

To Name and address of the person to whom letter is sent Subject:_________________________________________. Salutation, Opening part _______________________________________________________ ________________________________________________________. Main part __________________________________________________________ ________________________________________________________. __________________________________________________________________ Concluding part___________________________________________________ _______________________________________________________. Complementary close Signature (Name) Designation Enclosures :