Written Business Communication

Written business communication is a fundamental aspect of professional life. It involves

conveying messages clearly and effectively through various written formats, which can
significantly impact professional relationships and organizational success. Mastery of written
communication ensures that information is shared accurately, instructions are followed, and
objectives are achieved.

Parts of a Business Letter

Business Letter is a letter which is used by organizations to communicate in a professional way
with customers, other companies, clients, shareholders, investors, etc. Business letter uses formal
language and a specific format.

There are 12 Parts of Business Letter

 The Heading or Letterhead

 Date

 Reference

 The Inside Address

 Subject

 Greeting

 Body Paragraphs

 Complimentary Close

 Signature and Writer’s Identification

 Enclosures

 Copy Circulation

 PostScript
Let us discuss the parts of a business letter.

1. The Heading or Letterhead

It usually contains the name and the address of the business or an organization. It can also have
an email address, contact number, fax number, trademark or logo of the business.

2. Date
We write the date on the right-hand side corner of the letter below the heading.

3. Reference
It shows the department of the organization sending the letter. The letter-number can also be
used as a reference
4. The Inside Address
It includes the name, address, postal code, and job title of the recipient. It must be mentioned
after the reference. One must write inside address on the left-hand side of the sheet.

5. Subject
It is a brief statement mentioning the reason for writing the letter. It should be clear, eye catchy,
short, simple, and easily understandable.

6. The Greeting
It contains the words to greet the recipient. It is also known as the salutation. The type of
salutation depends upon the relationship with the recipient.

It generally includes words like Dear, Respected, or just Sir/Madam. A comma (,) usually follow
the salutation.

7. The Body Paragraphs

This is the main part of the letter. It contains the actual message of the sender. The main body of
the mail must be clear and simple to understand. The body of the letter is basically divided into
three main categories.

 Opening Part: The first paragraph of the mail writing must state the introduction of the
writer. It also contains the previous correspondence if any.

 Main Part: This paragraph states the main idea or the reason for writing. It must be clear,
concise, complete, and to the point.

 Concluding Part: It is the conclusion of the business letter. It shows the suggestions or
the need of the action. The closing of the letter shows the expectation of the sender from
the recipient. Always end your mail by courteous words like thanking you, warm regards,
look forward to hearing from your side etc.

8. The Complimentary Close

It is a humble way of ending a letter. It is written in accordance with the salutation. The most
generally used complimentary close are Yours faithfully, Yours sincerely, and Thanks &
Regards.

9. Signature and Writer’s Identification

It includes the signature, name, and designation of the sender. It can also include other details
like contact number, address, etc. The signature is handwritten just above the name of the
sender.

10. Enclosures
Enclosures show the documents attached to the letter. The documents can be anything like
cheque, draft, bills, receipts, invoices, etc. It is listed one by one.

11. Copy Circulation

It is needed when the copies of the letter are sent to other persons. It is denoted as C.C.
12. PostScript
The sender can mention it when he wants to add something other than the message in the body
of the letter. It is written as P.S.
Fundamentals of Business Writing
1. Clarity and Conciseness
 Clarity: In business writing, clarity is paramount to ensure that the message is
understood as intended. This involves:

o Simplicity: Use straightforward language and avoid jargon (Technical

language) unless necessary. If technical terms are used, they should be defined
or explained. For instance, instead of saying “utilize,” say “use.”

o Structure: Organize information logically. Start with a clear topic sentence in

each paragraph that outlines the main idea, followed by supporting details. For
example, in an email requesting a meeting, clearly state the purpose of the
meeting in the first sentence, and then provide details in subsequent sentences.

o Precision: Be specific in your requests or instructions. Vague requests lead to

confusion. For example, instead of asking “Can you send me the report soon?”
specify “Please send me the report by 3 PM tomorrow.”

 Conciseness: Effective business writing should be brief and to the point. This means:

o Eliminating Redundancy: Avoid repeating information. Each sentence should

contribute something new to the message. For example, instead of saying “We
need to review the report and analyze the report,” say “We need to review and
analyze the report.”

o Using Bullet Points or Lists: For multiple items or steps, use bullet points or
numbered lists to present information clearly and concisely.

o Avoiding Long-Winded Explanations: Stick to essential details. Lengthy

explanations can dilute the main message. For instance, if a brief status update
is required, a sentence or two should suffice instead of a detailed paragraph.

2. Purpose and Audience

 Purpose: Understanding the purpose of your communication helps tailor the content
and tone. Common purposes include:

o Informing: Providing information or updates, such as project status or policy

changes. For instance, a memo informing employees of a new policy should be
direct and factual.

o Requesting: Asking for information, action, or confirmation. For example, a

request for a report should clearly state what is needed and by when.
 o Persuading: Convincing the reader to take action or change their viewpoint. A
proposal seeking approval for a new initiative should outline benefits and
provide compelling arguments.

o Confirming: Verifying information or agreements. For example, a confirmation

email should restate key points and agreements to ensure mutual understanding.

 Audience: Tailoring the message to the audience’s needs and preferences involves:

o Assessing Background Knowledge: Adjust the level of detail based on the

reader’s familiarity with the subject. For instance, a technical report for
engineers will differ from a summary for non-technical stakeholders.

o Understanding Expectations: Consider what the audience expects from the

communication. A detailed project report might be expected by a manager,
while a brief summary might suffice for a team member.

o Choosing Appropriate Language and Tone: Match the formality of your

language to the audience. For example, a formal letter to a client will differ in
tone and style from an informal internal memo.

3. Tone and Style

 Tone: The tone of business writing should be professional and appropriate for the
context. It influences how the message is received and can impact relationships. To
maintain the right tone:

o Be Respectful and Courteous: Use polite language and address the recipient
appropriately. For example, use “Dear [Recipient’s Name]” rather than “Hey
[Name].”

o Match the Tone to the Purpose: For a congratulatory note, use a positive and
enthusiastic tone. For a complaint, maintain a formal and assertive tone.

o Avoid Emotional Language: Keep the tone neutral and objective, especially in
professional communications. Emotional language can lead to
misunderstandings.

 Style: The style of business writing should be consistent and suitable for the audience
and purpose. This includes:

o Formality: Use a formal style for official communications and a more informal
style for internal or casual messages.

o Consistency: Maintain a consistent style throughout the document, including

formatting, language use, and punctuation. For example, if you use bullet points
in one section, continue using them consistently.
4. Format and Structure
 Format: Adhering to standard business formats ensures professionalism and clarity.
Common elements include:
o Headings and Subheadings: Use headings to organize content and make it
easy to navigate. For example, a report might have headings like “Introduction,”
“Findings,” and “Recommendations.”
o Margins and Spacing: Use standard margins (usually 1 inch) and spacing to
ensure the document is easy to read. For emails, keep paragraphs short and use
line breaks for readability.
o Font and Layout: Use a professional font (e.g., Arial, Times New Roman) and
maintain a clean layout. Avoid decorative fonts and excessive use of bold or
italic text.
 Structure: A well-structured document helps the reader follow the content easily.
Common structures include:
o Introduction: State the purpose and provide context.
o Body: Present detailed information or arguments in a logical sequence.
o Conclusion: Summarize key points and include any calls to action or next steps.

5. Grammar and Punctuation

 Grammar: Correct grammar is crucial for clear communication. Key areas to focus on
include:

o Subject-Verb Agreement: Ensure that subjects and verbs agree in number. For
example, “The team is meeting” vs. “The teams are meeting.”

o Tense Consistency: Maintain consistent tense throughout the document. For

instance, if you start in the present tense, continue in the present tense unless
indicating a change in time.

o Pronoun Clarity: Ensure that pronouns clearly refer to the correct nouns to
avoid confusion.

 Punctuation: Proper punctuation enhances readability and meaning. Important

punctuation marks include:

o Commas: Use to separate items in a list and clauses in a sentence. For example,
“We need to review the report, analyze the data, and prepare a summary.”

o Periods: Use to end statements and complete sentences.

o Colons and Semicolons: Use colons to introduce lists or explanations and

semicolons to link related independent clauses. For example, “The project
includes three phases: planning, execution, and evaluation
Types of Business Letters: Refer group and ppt
Business proposal
A business proposal is aimed at attracting potential clients with what a company sells.
It’s a document in either digital or printed form that explains product or service features, taking
into consideration the lead’s needs and wants. In other words, business proposals show how a
company can help solve a customer’s specific problem.
Types of business proposals
Proposals may be internal or external, solicited or unsolicited.
Internal Proposals
Internal proposals are written by and for someone within the same organization. Since both the
writer and reader share the same workplace context, these proposals usually address some way
to improve a work-related situation (productivity, efficiency, profit, etc.).
External Proposals
External proposals are sent outside of the writer’s organization to a separate entity (often to
solicit business, or to respond to another organization’s request for proposals). Since these are
external documents, they are usually formal in nature and may be introduced by a letter of
transmittal.
Solicited Proposals
You may write a solicited proposal if an organization identifies a situation it wants to improve
or a problem that it wants to solve. A department or an organization may issue a request for
proposals (RFP), asking for proposals on how to address the situation or issue. The requesting
department or organization will evaluate proposals and choose the most convincing one, often
using a detailed scoring rubric or weighted objectives to determine which proposal best
responds to the request and addresses the organization’s needs.
Unsolicited Proposals
You may initiate a proposal yourself if you see a problem or an opportunity to make a beneficial
change. With unsolicited proposals within an organization, you need to identify your audience
very carefully in order to get your ideas to the right audience, either an individual or group with
decision-making responsibility, or a supervisor who can support the proposal and move it to a
higher decision-making level. Always consider your organization’s environment, internal
politics, and how your proposal potentially may be received. For unsolicited proposals outside
of your organization, make sure that you clearly create a need for your audience to convince
that audience to read and respond. Unsolicited external proposals are often the most difficult
kind of proposal to get approved.

How to write a business proposal in 8 steps

There is no conventional design or structure you should use for the proposal, so you may either
compile it by yourself or pick up a fitting business proposal template, for example, on
PandaDoc, Jotform, or Canva and adjust it to your case.
1. Title Page: Present your company name, client’s name, and proposal date.
Here you should put your name, your company’s name, and a proposal title, say “Web design
proposal” or “App software development.” You can also add the proposal’s starting date, your
company’s registered address, phone, email, logo, and the name of the prospect.
2. Table of Contents: Provide an overview of the sections in your proposal
If your proposal isn’t a single-page document, it’s a common courtesy that you list all chapters
and specify pages. Besides, you can add hyperlinks to the document to make it easier to
navigate.

3. Executive Summary: Summarize your proposed solution

This is a separate-page chapter where you briefly describe who you are, what you do, and the
purpose of contacting. You can also list how the customer will benefit if they choose your
company, for example, “turnkey service provision,” “insurance coverage,” “dedicated manager
or consultant,” and so on.

4. Main Body: Detail the problem, solution, implementation plan, and

outcomes
Here you should list initial requirements from the client and precisely describe how you’re
going to meet them, how much it will cost, and how long it will take.

5. Additional Clauses: Include any special terms or conditions

If some details may vary, e.g., you predict that some additional costs can occur during the
agreement execution, mention them in this chapter.

6. Pricing and Billing: Detail the costs, payment schedules, and methods
Specify the exact sum and payment details. You can also include shipping terms, in case there’s
goods delivery.

7. Terms and Conditions: Define the rules of the agreement

Wrap up your offer — mention the expected duration, payment methods, and schedule.

8. Acceptance Page: Provide space for the client to confirm agreement

This is a page for approval signatures. The client can either send you the letter of acceptance
or sign the initial proposal, depending on the prior agreement with you.

Business proposal sample letter for sponsorship

This sample proposal is for sponsoring an annual event:

Susan McDaniel
Handy Helpout Association
987 Portsmouth Blvd.
Philadelphia, PA 28977

July 22, 2023

Mr. Jordan C. Bloomfield
Bloomfield, Mercury, Ford & Lincoln
2589 Mainstreet Rd.
Philadelphia, PA 36669

Dear Mr. Bloomfield,

Subject: Proposal is for sponsoring an annual event.
On behalf of Handy Helpout, I would like to thank you for the very generous support you have
given to our annual holiday celebrations over the last few years.
This year, we once again have an available sponsorship opportunity at our holiday extravaganza
and silent auction. Last year, thanks to generous sponsors like yourself, we raised more than
$200,000, which allowed us to provide clothing, food, coaching for job interviews and
assistance with resume preparation for thousands of clients.
This year, our event is being held on Friday and Saturday, Nov. 17 and 18, with three levels of
available sponsorship:

The Platinum Sponsor: We feature your company name and logo on our prominently
displayed banner and all advertising and marketing material for the event advertising. We
feature your company logo prominently on the event T-shirt and welcome two representatives
from Bloomfield, Mercury, Ford & Lincoln at our annual dinner. The cost of this sponsorship
is $7,000.

The Gold Sponsor: We prominently feature your company name and logo on the banner
and include your logo on the event T-shirt. The cost of this sponsorship is $2,000.

The Silver Sponsor: We display your company logo on the event T-shirt for a cost of
$1,000.
We look forward to a continued relationship with Bloomfield, Mercury, Ford & Lincoln to
make our holiday extravaganza event even more successful than last year.
I look forward to speaking with you on Nov. 2 to discuss our initiative and answer any questions
you may have.

Sincerely,
Susan McDaniel
Coordinator
Handy Helpouts
Report Writing
A report is a document consisting of data, facts, and statistics about a particular topic. Based
on this information, an elaborative piece of writing is presented, which is known as report
writing. The main basis of report writing is to use factual information to extract meaning from
it. It is used in various ways by schools, organizations, media, companies, etc. Academically,
it is used to report an incident, an event, or any school-related matters. Organizations and
companies use it for maintaining data about employees, leaves, performance, and more. Media
uses it to present information, facts, sting, bring out the wrong in the eyes of the public, report
incidents, and much more. There are multiple areas where a report can be used.

Elements of report writing

As already mentioned above, a report is an exhaustive piece of information. Or a report to be
good in its nature, multiple factors have to be included in it. Thus, it is important to know what
goes into making a report.

Title Page- The title page must be concise, brief, and specific, indicating what the report is all
about.

Table of Contents- This is a list of topics that users can find in the report along with the
mention of their respective page numbers.

Summary- The summary of a report informs the reader about what has constituted the
formation of that report and what users can draw from it.

Introduction- The introduction gives an overview of the report, to the readers. It explains in
brief what the report is all about.

Discussion- It contains the main body of the report. It describes the main title in detail and
presents multiple arguments backed by facts and figures.

Conclusion- The conclusion sums up the entire report in a whole. It presents arguments from
every possible angle.

Recommendations- Recommendations present possible solutions for the problems/issues

mentioned in the report.

Results- It consists of conclusions drawn from the statistics present in your report. It can also
lay possible results, that may be a part of future activities.

References- Since the report is presented on the basis of mere facts, it is important to mention
all your sources of information to prove that the report is authentic and not fabricated.

Types of report writing

Reports are written for various purposes by various sets of people. Each report is different in
its kind because of the content, motive, and facts it entails. They can be classified as formal or
informal reports on the basis of the occasion of writing. Some of the most common types of
reports are as follows:
 Annual reports
 Weekly reports
 Academic reports
 Research reports
 Sales and Marketing reports
  Project reports
 Newspaper reports
 Magazine reports

Example
Topic: “The Impact of Online Learning on Student Performance”
Executive Summary
The report aims to analyse the effects of online learning on student performance. It focuses on
academic achievements, student engagement, and adaptability to online platforms.

Introduction
This report investigates the impact of online learning, which has become increasingly prevalent
due to recent global changes. The main objective is to understand how online learning affects
students’ academic performance.

Methodology
Data was collected through surveys and interviews from a sample of 200 high school students.
The study also analysed academic records from the past two academic years.

Findings
 Academic Performance: 60% of students showed improved grades, indicating a
positive impact of online learning on academic achievements.
 Engagement: There was a 30% increase in student engagement in online activities
and discussions.
 Adaptability: Approximately 70% of the students found it easy to adapt to online
learning platforms.

Analysis
The findings suggest that online learning has a significant positive impact on student
performance. Enhanced engagement and adaptability to digital platforms contribute to this
improvement.

Conclusion
Online learning has proven to be effective in enhancing student performance. Its flexibility and
accessibility play a key role in this success.

Writing resume
According to Merriam-Webster, the standard resume definition is “a short account of one's
career and qualifications.”
Moreover, a resume is a concise document that provides an overview of education, work
experience, professional skills and other qualifications such as certifications and awards. It is
typically used when applying for job opportunities or internships. The purpose of a resume is
to showcase your relevant accomplishments and abilities to potential employers, helping them
assess your suitability for a particular role.
Types of resumes
There are three traditional types of resumes or resume formats:
Chronological: This format is the most widely used. It presents your work experience
chronologically, starting with your most recent position. This format suits you with a consistent
work history and want to highlight your career progression.
Functional: This format focuses on your skills and qualifications rather than your work history.
It highlights your abilities and achievements, organized by skill categories.
Combination: As the name suggests, this format combines elements of chronological and
functional resumes. It highlights your skills and work experience, allowing you to showcase
your qualifications while providing a chronological overview of your employment history.

Key Elements of a Resume

Personal Information
Name Current and Permanent address (may be omitted from a resume posted on the web)
Telephone number
E-mail address
Objective
In one short sentence summarize your goal for your job search.
The goal statement should be related to the specific position for which you are applying. It is
also effective to highlight your skills in the goal statement.
Education
High school name
City and State
Date of graduation
Course Highlights (courses directly related to the job or your career field and special abilities)
Certificates

Work and Related Experience

Summer jobs, Internships, Volunteer work
(Include position title, company/organization, city/state, dates and a brief list of the job duties)
Awards and Honors
Academic, musical, athletic and or other recognition. (Include name of the award/honor, who
awarded it, and when it was awarded.)
Activities/Hobbies
Include your role in the position, the organization and dates.
Skills
Soft skills: (being responsible, loyal, hardworking, energetic, outgoing.)
Hard skills: (research and writing, Microsoft word 98, Microsoft Publisher 2000, Public
speaking.)
References (3-5 people)
Teacher/Professor
Work supervisor (current or past)
Character reference (Pastor, Headmaster, youth group leader or someone who knows you well)
Include the name, relationship to you, organization, contact phone numbers.
Other Considerations
Limit your resume to one or two pages.
Do not include birth date, health status or social security number.
Limit the use of personal pronouns such as "I”. Begin sentences with action verbs.
Be honest but avoid writing anything negative in your resume.
Make your resume error free. Have someone proof read it for you.
Use a simple, easy to read font style, 10-14 point.
Use high quality paper.

Do’s & Don’ts of Resume Writing

Do’s
 Determine your job search objective prior to writing the resume and tailor your resume
for the position.
 Customize your resume to match a specific job description. Use buzzwords from the
industry.
 Focus on positive results and accomplishments.
 Keep a consistent, easily-readable format.
 Create strong, action-oriented statements about your work.
 List the most important, relevant items first. For example, you may decide to move your
“Internships” and “Projects” sections above your “Customer Service Experience”
section. Underneath each experience, you should also put the most important bullet
points first.
 Within each section, you must list experiences in reverse chronological order, starting
with the most recent.
 Qualify and quantify your experiences whenever possible. Include numbers and
percentages when possible.
 Highlight specific accomplishments rather than expand on every detail.
 Expand on professional, volunteer, research, and classroom experiences to show
transferable skills.
 Proofread your work. Ask the Career Center, friends, and advisors for help.

Don’ts
 Use templates and tables included in software.
 Make general claims (“Good communication skills”) without backing them up with
examples.
 Mislead employers about your GPA, skills, or abilities.
 Include long, generic objective statements. Employers won’t read them!
 Submit references on the same page as your resume. They should be kept in a separate
document and provided when the employer asks for them.
 Don’t go over two pages. Most underclassman candidates should have a one-page
resume, but this will depend on the amount of experience you have.
 Put all your eggs in one basket. Apply to multiple positions that match your career
interests.