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Assignment No 1: Role of Business Letter

Maryam Jahangir submitted an assignment on English to Ma'am Samara. The assignment discusses the role, importance, impact on society, and purposes of business letters. It also outlines key principles for writing effective business letters, including clarity of purpose, conveying accurate information, avoiding jargon, and using proper grammar. Business letters are an important formal method of communication that provide information, maintain contacts, and can serve legal purposes.

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SAIMA SHAHZADI
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68 views5 pages

Assignment No 1: Role of Business Letter

Maryam Jahangir submitted an assignment on English to Ma'am Samara. The assignment discusses the role, importance, impact on society, and purposes of business letters. It also outlines key principles for writing effective business letters, including clarity of purpose, conveying accurate information, avoiding jargon, and using proper grammar. Business letters are an important formal method of communication that provide information, maintain contacts, and can serve legal purposes.

Uploaded by

SAIMA SHAHZADI
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Submitted By : MARYAM JAHANGIR

Submitted To : MA’AM SAMARA

Subject : ENGLISH

Roll no : -009

Department : Information Technology

Program : MSC-IT

Semester : 2nd

ASSIGNMENT NO 1

ROLE OF BUSINESS LETTER :


Business letters serve to maintain the correct information of the organization in the perception
of the receiver. Business letters establish and maintain contacts over a wide area truly
enlarging the scope and extent of business. Business letters can be used as legal documents in
disputes.
IMPORTANCE OF BUSINESS LETTER:
Business letters are very important, the reason being that they serve as a formal method of
communication between people. They also provide valuable information on business related
matters, and serve a legal purposes. business letters promote and sustain good will. Good
business relationships are formed and maintained through effective communication. Properly
written letters give a positive impression of a company or individual. Every business needs
constant marketing and promotion of its products or services, and one of the ways this is done
is by sending letters to customers and clients. These letters serve as a micro-level substitute for
advertisements.
 Exchanging business information.
 Saving cost and time.
 Effective mode of contact.
 Creation of market.
IMPACT OF BUSINESS LETTER ON SOCIETY :
Business letters and memos typically have one of three purposes. The purpose may be to share
 neutral or good news,
 share negative news, or
 persuade the reader to take some action.
 Each letter-writing strategy is discussed and presented in detail and the impact is
positive. Many peoples deal it with very perfectly.

PURPOSE OF BUSINESS LETTER:


purposes of business letters are to inform, instruct, request, inquire, remit, order, advice,
correct and to question. Convey Information: The basic purpose of any business letter is to
convey information regarding business activities. It contains no errors.

To take right decisions:


Taking right decisions require accurate information. Since business letter s collect information
form reliable sources, executives can take right decision using that information.

To place orders:
A common purpose of writing business letter is to place order for goods specifying quantity,
quality, price, payment method etc.

To create goodwill:
Goodwill is an important asset for any business. Businesses can create goodwill by writing
letters like order confirmation letter, adjustment grants letter, inquiry letter, reply to inquiry
letter etc.

To save time and cost:


Saving time and cost of communication is another objective of writing a business letter. Posting
letter is cheaper and less time consuming than making personal visits.

To expand markets:
Through writing various business letters like inquiry letter and circular letter, business
organizations can create new market for their products.

To overcome misunderstanding:
If there arise any misunderstanding between a business and its stakeholders, business letter is
written to overcome it.

To settle transactions:

By means of writing business letter s, concerned parties can settle their transactions. For
example, customers write claim letters to the sellers for compensations, sellers write collection
letters to customers for collecting dues.
To keep records:

Another reason for the wide use of business letter is to keep permanent record of information.
Business letters help to develop an information base in the organization and facilitate future
decision making.

KEY WRITING PRINCIPAL OF BUSINESS LETTER:

 Write the date and your recipient's name, company, and address.
 Choose a professional greeting, like “Dear,”.
 Craft a compelling introduction.
 State your intent in the letter's body text.
 End your letter with a strong call-to-action.
 Choose a professional closing, like “Sincerely,”.
1. Clarity of purpose
Before beginning a business document, memo, or email, one should ponder two primary
questions:
Who is the reader?
What do I want to convey to the reader through my writing?
Clarity of purpose gives a direction to the writing and develops its tone, structure, and flow.

2. Clarity of thought
Thinking while, rather than before writing, makes the writing less structured, meandering, and
repetitive. Business writing requires the skill to reduce long, rambling sentences into concise,
clear ones. One needs to extract what is significant to write clearly.
3. Convey accurate and relevant information
The primary goal of business writing is to convey valuable information. Inaccurate or irrelevant
content affects the purpose of the document. For effective business writing, information must
be value-additive and complete.

4. Avoid jargon
A simple and uncluttered writing style goes a long way in communicating the message to the
reader. Grandiose writing full of industry-specific buzzwords and acronyms should be avoided
to the maximum possible extent. Otherwise, the reader may be unable to comprehend the
document or lose interest in it.

5. Read and revise


Reading the passages out loud after completion can reveal flaws and gaps in the arguments. It
is recommended to welcome constructive feedback from colleagues and revise the document
for improvement.

6. Practice is the key


Proficiency in business writing can be attained through regular practice. Paying attention to the
vocabulary, sentence structure, and style of writing while reading can help to develop the same
instinct while penning one’s thoughts down.

7. Be direct
Presenting the crux of the passage in the first 150 words is a good idea when it comes to
business writing. It saves the reader time and sharpens the argument.

8. Avoid verbosity
If the meaning can be conveyed in three words, it should not be stretched to five. Verbosity
works against making the writing engaging to the reader. For example, instead of writing “the
article uses more words than are needed,” write “the article is verbose.”

9. Correct grammar and sentence structure


While a grammatical error may come across as unprofessional, good grammar portrays both
attention to detail and skill – traits that are highly valued in business.
Business writing evolves with time, so does grammar and conventions. For example, emoticons,
when used judiciously, are gaining acceptance in business writing. A good writer needs to stay
updated with the conventions to hone their skill.

10. Easy to scan:


Business executives value a document that can convey its message in a cursory glance. Business
documents can be enhanced through the use of numbered or bulleted lists, clear headings, concise
paragraphs, and judicious use of bold formatting to highlight the keywords.

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