UG- SKILL DEVELOPMENT COURSE

BUSINESS WRITING
SEMESTER-II
(w.e.f. 2023-2024 A.Y.)

Course Title Hrs/ Sem Hrs/wk Credits Sem End Exam(2 Hrs) Pass Mark
Course Code(SD)
Group‘A’
Skill Course Business Writing
30 2 2 50 Marks 20

UNIT-I
II. The Purpose of Business Writing: (or)
Introduction to Business Writing: Objectives/Advantages/ Principles of Business
Writing:
What is Business writing?
1. To inform: Business writing is intended
Business writing is a type of professional
to inform a clear and accurate communication
communication that uses clear, concise language
through business reports, instructions, and
to communicate information in a formal setting.
emails.
It's found in documents like emails, reports,
2. To Persuade: Business writing persuades
proposals, and marketing materials. The main
colleagues, clients, or stakeholders to take a
goals are to inform, persuade, or take action.
specific action.
I. Importance of Business Writing
3. To achieve goal: Business writing is a
1. Effective Communication: Business
strategic tool to achieve specific goal/objectives.
Writing is essential for effective communication
4. To reflects professionalism: Effective
among colleagues, employees, and bosses.
business writing reflects on the professionalism
2. Professional Image: Good Business
of the writer and their organization.
writing skills enhance the professional image
5. To help Organizational Benefit: Good
and reputation of the individuals and
business writing benefits not just individuals but
organizations.
entire staff, teams, and organizations.
3. Clear Communication: Proper business
writing enables to understand the company's
III.Characteristics of good business
vision, goals, and strategies. writing (or)
Elements/Scope/ Role of good business
4. Information Accuracy: The primary goal
writing
of business writing is to convey valuable Good business writing has several key
information clearly and accurately. characteristics, these characteristics include:
6. Employee Engagement: Clear 1. Purpose: Business Writing has a clear
communication through writing encourages a goal or purpose.
more engaged workforce. 2. Thought: Business writing should be
clarity in thought, direct and easy to understand.

R CH NAGESWARA RAO, Lecturer in English, Govt Degree College, Chinturu. ASR Dt. AP.
3. Conciseness: Effective business writing 5. Brevity and Detail: Finding the balance
is concise, delivering the message in as few between details and the content can be
words. challenging.
4. Relevance: The content must be relevant, 6. Tone and Voice: Maintaining a suitable tone
important and beneficial to the audience. and voice for the intended audience and purpose
5. Accuracy: The information is factually is crucial.
correct and trustworthy. 7. Editing and Proofreading: The process of
6. Reader-Centric: Good business writing editing and proofreading are challenging, time
focuses on the reader's needs and perspectives. and energy consuming.
7. Coherence: The document should be 8. Consistency: Maintaining consistency in
logically structured and flows smoothly. terminology, formatting, and style throughout the
8. Professionalism: The tone and language document is challenging.
should be reflecting professionalism and respect
ii. Common misconceptions about business
for the reader.
writing include:
9. Level of understand: Strong business
1. Clarity vs. Formality: There's a belief that
writing considers the audience’s level of
business writing must always be highly formal,
understanding.
but clarity should always be prioritized.
10. Audience Awareness: Consider the
2. The process of improvement: Some
reader's background knowledge and modifies
believe that process improvement is only
the language and complexity.
necessary for businesses with existing problems.
3. Audience Level of Understanding:
IV. Business Writing: Common Sometimes, writers assume that their audience
challenges and misconceptions. has the same level of knowledge about the topic
i. Common challenges about business writing as they do.
include: 4. Grammar and Punctuation:
1. Clarity vs. Formality: Balancing the clarity Misconceptions might include thinking that
and formal language can be challenging. informal communication (like emails) doesn't
2. The process of improvement: The require proper grammar.
process of improvement is challenging and 5. Brevity and Detail: Some may believe
need in business writing. that more words mean more understanding, but
3. Audience Level of Understanding: It's unnecessary verbosity can lead to confusion.
challenge to make the language and content to 6. Tone and Voice: Misconceptions may
the audience's level of understanding. arise when writers use overly formal or informal
4. Grammar and Punctuation: Many struggles language.
with proper grammar and punctuation. 7. Editing and Proofreading: Some may
believe that their writing doesn't need revising.

R CH NAGESWARA RAO, Lecturer in English, Govt Degree College, Chinturu. ASR Dt. AP.
8.Consistency: Some may believe that Include a professional email signature with the
consistency is less critical than other aspects of full name, job title, company name, and contact
writing. information.

Writing Clear and Concise Emails:

II. Organizing email content
I. Email Etiquettes
1. Clear Structure: Organize the email
When it comes to maintaining appropriate email
content in a logical and easy-to-follow structure.
etiquettes in a professional environment, here
2. Paragraphs: Use paragraphs to separate
are some key guidelines:
different topics or ideas within the email.
1. Use Professional Salutations and
3. Bullet Points or Numbered Lists: When
Closings: Begin the email with a courteous
presenting multiple items or pieces of
greeting and end with a professional closing.
information, consider using bullet points or
2. Include a Clear Subject Line: Ensure that
numbered lists.
the subject line accurately summarizes the
III. Using effective subject line
content of the email.
1. Clarity: The subject line should clearly
3. Address Recipients Appropriately: Use
and briefly convey the purpose or main topic of
the appropriate level of formality when
the email.
addressing recipients.
2. Relevance: Ensure that the subject line is
4. Use Proper Grammar and Spelling:
relevant to the recipient and their interests or
Always proofread the emails for grammatical
responsibilities.
errors, and spelling mistakes before sending.
3. Specificity: Be specific in the subject line
5. Be Mindful of Tone: Choose the words
to provide for what the email is about.
carefully to convey a respectful and professional
IV. Understanding tone and formality in
tone.
email communication
6. Respond Promptly: Aim to respond to
1. Professionalism: Maintain a
emails in a timely manner.
professional tone in the email communication,
7. Use BCC Appropriately: When sending
regardless of the recipient's familiarity or
emails to multiple recipients, use the BCC
relationship.
(Blind Carbon Copy) field to maintain privacy.
2. Formality: Consider the level of
8. Keep Attachments Relevant: Only
formality appropriate for the recipient and the
include attachments that are relevant to the
context of the email.
content of the email.
3. Avoiding Ambiguity: Be mindful of the
9. Avoid Using All Caps: Typing in all
tone of the email and how it may be interpreted
capital letters means as shouting and rude in
by the recipient.
email communication.
10. Use Professional Email Signatures:

R CH NAGESWARA RAO, Lecturer in English, Govt Degree College, Chinturu. ASR Dt. AP.
 UNIT-II:

Memos and Interoffice Communication: Format for Business Memos

I. Formatting and structure of memos. Memorandum
Memos, is short form for memorandums, are To: [Include recipients' name]
internal documents used for communication From: [Include your name and title]
within an organization. Date: [Day, Month, Year]
Memos are typically concise and to the point, Subject: [Subject of the memo]
aiming to convey information efficiently within Body of the memo: [Start with a direct and brief
the organization. introduction that states the reason for writing the
Memos serve as a quick and efficient way to memo.] [Provide concise but detailed
disseminate information across departments or information to the reader.]
within teams. [End with a clear closing and a call to action.]
Formatting and Structure of Memos Attachments:
Memos typically follow a standard format and -----------------------
structure: Example: General business memo
1. Header: Include the word "Memorandum" or Memorandum
"Memo" at the top of the page, along with the To: All staff.
date, recipient's name, sender's name, and From: Harshith, Senior Data Analyst
subject line. Date: May 20, 2024.
2. Opening Statement/Introduction: Begin with a Subject: Revenue Analysis
brief introduction that outlines the purpose of the I’m writing to address the revenue analysis
memo. report. This analysis covers revenue streams
3. Context/Body: The body of the memo contains from 2010 to the first quarter of 2024.
the main content, including information, At this time, I am asking you to review the data
instructions, updates, or requests. and let me know if there’s anything else you’d
4. Conclusion or Call to Action: Conclude the like me to analyze more deeply.
memo with a summary or a call to action if Attached:
necessary. Report, 2024
5. Closing: End the memo with a closing remark Revenue Analysis Report, May 2023.
or sign-off, such as "Sincerely," "Best regards,"
or "Thank you."
6. Attachments (if applicable): If there are any
attachments, mention them at the end of the
memo and provide details about what they
contain.

R CH NAGESWARA RAO, Lecturer in English, Govt Degree College, Chinturu. ASR Dt. AP.
II. Writing memos for various purposes like Q3. Writing memos for Requests.
updates, announcements, requests. Ans:
Q1. Writing memos for purposes of updates. Memorandum
Ans: To: All staff.
Memorandum From: Harshith, Senior Data Analyst
To: All Employees Date: May 20, 2024.
From: Harshith, Senior Data Analyst. Subject: Request for to reach the target before
Date: 21-04-2024. scheduled time-rgd.
Subject: Quarterly Project Update I am writing to request your assistance to
I wanted to provide an update on Phase 1 reach the target before scheduled time. This
of the project ahead of schedule. Initiating Phase request is crucial for company’s performance.
2, focusing on product development. Conducting Your prompt attention to this matter would be
weekly progress meetings to ensure alignment and greatly appreciated. Should you have any
address any emerging issues. questions or require further clarification, please
Thank you for your dedication and hard work. do not hesitate to contact me.
Attached: Thank you in advance for your assistance and
Report, 2024 cooperation.
Revenue Analysis Report, May 2023.
------------------------------- III. Ensuring clarity and coherence in
interoffice communication.
Q2. Writing memos for announcements.
Ans: Interoffice communication refers to the exchange
Memorandum of information, messages, or documents between
To: All staff. employees within the same organization.
From: Harshith, Senior Data Analyst
To ensure clarity and coherence in interoffice
Date: May 20, 2024.
Subject: New Company Policy Implementation communication, follow these strategies:
I am writing to inform you about an 1. Know the Audience: Write the message
important matter regarding our company policies. according to the recipient (audience).
We will be implementing a new policy aimed at 2. Be Clear and Concise: Use simple language
enhancing workflow efficiency, effective from to convey the message.
14-06-2024. This policy change is in response to 3. Organize Information Logically: Present
the report received by HR department. ideas in a structured manner.
Please review the attached document for detailed 4. Use Effective Communication Channels:
information about the new policy. Choose the appropriate medium for the
Thank you for your attention to this matter. message.
Best regards, 5. Seek Feedback: Welcome feedback to
R V Harshith ensure mutual understanding.
6. Clarify Doubts: Clarify doubts promptly to
R CH NAGESWARA RAO, Lecturer in English, Govt Degree College, Chinturu. ASR Dt. AP.
 prevent misunderstandings. Alphabet.
7. Follow Up: Confirm that the message has
Salutation Subscription/Leave taking
been understood and actioned as intended.
Dear Sir,
IV. Business Letters and Formal Dear Madam, Yours faithfully,
Correspondence: Sir, Yours truly,
Structure and components of a business letter and Madam,
Formal Correspondence:
The Components / Parts of a Business / Formal 5. The subject of the letter: The main purpose of

Letter is as follows. the letter forms the subject. It must be written in

one line. It must convey the matter for which the
1. Heading:
letter is being written.
a). Place: Place of the sender,
Sub:……………..
b). Date: The date on which the letter is being 6. Reference: In some letters Reference is to be
written. mentioned. Reference also be written as Ref:

*This part can be written either at the top right below the Sub:

corner or at the left side margin below the From Ref:……………..

address. * This part is optional; it can be written if the

reference is given in the question. (like paper
2. From address:
advertisements or wanted ads)
The address and contact details of the sender are
7. Body of the Letter: The matter of the letter is
written here. If required or if mentioned in the
written here. It is divided into 3 paragraphs as
question, include an email and phone number.
follows.
* This part is to be written at the left side margin, a) Paragraph 1: Beginning (Introduction)
just below the heading part. b) Paragraph 2: Main content. (Message)
c) Paragraph 3: Ending (Conclusion)
3. Receiver’s address: The address of the
recipient (the officer/principal / Editor etc.,) is 8. The Subscription/Leave Taking/
written here. Complimentary Closing:
4. Salutation/Greeting: A greeting remark to the i) Yours faithfully,
Receiver, such as Dear, Dear Sir or Ladies and If you do not know the name of the person, end
Gentlemen. This can be depending on the relation the letter this way.
of the sender and receiver. ii) Yours sincerely,
If you know the name of the person, end the
*The salutation is written at the left hand of the
letter this way.
page, at a lower level, and ends with a Comma (,).
iii. Yours Obediently,
The first and last word (any noun) of
To Principal/Headmaster/Teacher etc.,
the salutation is always written in Capital
R CH NAGESWARA RAO, Lecturer in English, Govt Degree College, Chinturu. ASR Dt. AP.
Note: - Never use an apostrophe (′) with yours in 7. Offer Solutions: Offer solutions to the
the subscription.
customer's issues or inquiries.
9. Sender’s name, signature and designation (if 8. Follow Up: After providing a solution or
any) response, follow up with the customer.
Note: Sender’s Address, Subscription and By following these guidelines, one can
effectively write persuasive and professional
Signature can also be on left side. business letters.
------------------------------------------------
Business Letter / Formal Letter Format i. Write a letter to the representative of
a solutions company, enquiry for
strategy services for new product
campaign.
Ans.
Tanuku,
20-05-2024

From
R Roshan Leela,
Section Officer,
H&R Marketing,
Tanuku. W.G.Dt. AP.
[email protected]
cell-1234567890

To
R V Harshith,
Senior Data Analyst,
V. Writing Persuasive and Professional Surname Ink Solutions.

Business Letters Sir,

1. Know the Audience: Write the message Sub: Request for discussion on new
market campaign-Rgd.
according to the recipient (audience).
Ref: The letter received from you on
2. Use Formal Language: Maintain a 15th May 2024.
professional tone and language. I am writing on behalf of H&R Marketing
3. Highlight Benefits: Highlight the benefits or to inquire the strategy services for new product
campaigns.
solutions to the inquiries or complaints. We are particularly interested in learning
4. Provide Evidence: Back up the claims to more about your strategy services, including
increase credibility. pricing, timelines and campaign execution.
Thank you for considering our inquiry.
5. Address Concerns Promptly: Respond to
We look forward to your prompt response.
inquiries and complaints promptly. Warm regards,
6. Acknowledge and Apologize: Acknowledge
(R Roshan Leela)
the customer's inconvenience and offer a
Section Officer,
sincere apology. H&R Marketing.

R CH NAGESWARA RAO, Lecturer in English, Govt Degree College, Chinturu. ASR Dt. AP.
ii. Write a letter on responding to inquiries -------------------------------------
about strategy services for new product iii. Write a letter to responding to complaints
campaign. regarding strategy services for new product
Ans: campaign.
Hyderabad,
Ans.
23-05-2024.
Hyderabad,
From
23-05-2024.
R V Harshith,
From
Senior Data Analyst,
R V Harshith,
Surname Ink Solutions.
Senior Data Analyst,
1-2-3/4 Ameerpet
Surname Ink Solutions,
Hyderabad.
1-2-3/4 Ameerpet,
[email protected]
Hyderabad.
cell-0987654321
[email protected]
To cell-0987654321
R Roshan Leela,
To
Section Officer,
R Roshan Leela,
H&R Marketing,
Section Officer,
Tanuku. W.G.Dt. AP.
H&R Marketing,
[email protected]
Tanuku. W.G.Dt. AP.
cell-1234567890
[email protected]
Sir, cell-1234567890

Sub: Responding to your enquiry on

Sir,
strategy for new product market campaign-Rgd.
Subject: Response to Complaint
Ref: The letter received from you on Regarding Strategy Services for New
Product Campaign-rgd.
20th May 2024.
I want to extend my sincere apologies for
I hope this letter finds you well. Thank any inconvenience you may have faced regarding
the strategy services provided to your new product
you to inquire our strategy services. We
campaign.
appreciate your interest in Surname Ink We recognized that our services may not
have met your expectations. To resolve this matter,
Solutions.
we would like to schedule a meeting to discuss
To provide further insight, I have enclosed your specific issues and solution that aligns with
your campaign objectives.
our latest brochure/catalog detailing the
Thank you for your understanding and
features, benefits, and pricing of our service. patience.
Warm regards,
We value your business and look forward
to the possibility of working together.
(R V Harshith)
Warm regards,
Senior Data Analyst,
(R V Harshith)
Surname Ink Solutions.
Senior Data Analyst,
Surname Ink Solutions.

R CH NAGESWARA RAO, Lecturer in English, Govt Degree College, Chinturu. ASR Dt. AP.
 UNIT III:
Business Proposals and Reports Crafting effective proposals and reports
I. Crafting business proposals for requires clear communication, thorough
projects and initiatives. research, and tailored content to address
Crafting business proposals and reports stakeholders' needs and objectives.
involves presenting comprehensive plans
II. Formal report writing - format,
and analyses to stakeholders for projects or
sections, and organization,
initiatives. Here's an overview: Or
Q. **Format and Components of a Business
Business Proposals
Report
A Business proposal is a plan to address a
Formal report writing follows a structured format
specific need or opportunity, aiming to persuade
to effectively present findings and analysis.
stakeholders to collaborate or invest.
Here's are the Components of a Business
Components of Business Proposal
Report
include an executive summary, problem
1. Title Page: Includes title, author's name,
statement, proposed solution,
date, and any other relevant information.
implementation plan, budget, and
2. Table of Contents: Lists the main sections
conclusion.
and subsections with corresponding page
Example: A software company may propose
numbers.
developing a Customer Relationship
3. Executive Summary: Summarizes the key
Management (CRM) system for a client,
findings, conclusions and recommendations.
highlighting features, benefits, and projected
4. Introduction: Provides background
Return on Investment (ROI).
information, objectives, and scope of the
----------
Business Reports report.
Business reports provide insights or 5. Methodology: Describes the methods used
updates on operations, performance, or for data collection and analysis.
market analysis, aiding decision-making. 6. Discussion/Analysis: Offers an interpretation
Formats of Business Reports vary based and analysis of the findings.
on purpose but commonly include an 7. Findings/Results: Presents the
introduction, methodology, findings, findings/results in a clear and organized
analysis, conclusions, and manner.
recommendations. 8. Conclusions: Summarizes the main points
Example: A quarterly sales report might and outcomes derived from the analysis.
analyze revenue trends, customer 9. Recommendations: Provide
demographics, and sales strategies, with recommendations based on the conclusions.
recommendations for improvement. 10. References: Lists all sources cited in the
report.
R CH NAGESWARA RAO, Lecturer in English, Govt Degree College, Chinturu. ASR Dt. AP.
11. Appendices: Includes supplementary 3. Brevity: The report should be brief and to
material that supports the report.
the point.
----------------
III. Analyzing data and presenting 4. Accuracy: The scientific accuracy of facts
findings in reports is essential to a good report.
Analyzing data and presenting findings 5. Reader-orientation: It is necessary to keep
in reports involves several key steps: in mind the person who is going to read the
1. Data Collection: Gather relevant data from report.
various sources. 6. Grammar and Spellings: Reports should
2. Data Cleaning: Clean the data to remove free from grammar and spellings mistakes.
errors and ensuring data quality.
3. Data Analysis: Apply statistical and V. Writing for Digital Platforms:
analytical techniques to data analysis.
4. Visualization: Present the analyzed data  Writing for Digital Platforms

using Visualization tools to make it easier to Business writing for websites or social media or
understand. online communication
5. Interpretation: Interpret the findings and
Writing for digital platforms requires a tailored
implications in the context of the research
approach depending on the platform.
objectives.
6. Conclusion: Summarize the key findings and 1. Know the Audience: Understand the target
insights derived from the data analysis. audience and their communication style to
7. Recommendations: Provide actionable modify the content accordingly.
recommendations based on the analysis. 2. Engaging Content: Create content that
8. Report Writing: Write a clear, concise, and captivates the audience's attention.
well-structured report. 3. Be Concise and Clear: Prepare content in a
9. Presentation: Communicate the findings clear and concise manner to understand
through presentations to the stakeholders. easily.
10. Feedback and Revision: Gather feedback 4. Visual Elements: Incorporate visuals like
from stakeholders and make necessary images, videos, and infographics to enhance
revisions to the report or presentation. understanding and engagement.
5. Search Engine Optimization (SEO):
IV. Characteristics of a Good Report: Incorporate relevant keywords and phrases to
1. Simplicity: The report should be simple. enhance the visibility of the content in online
2. Clarity: A report should be clear, showing searches.
the purpose, source of data, findings and, 6. Social Media Savvy: Adapt the writing style
finally, suggestions. for various social media platforms,

R CH NAGESWARA RAO, Lecturer in English, Govt Degree College, Chinturu. ASR Dt. AP.
 considering character limits, hashtags, and 3. Analytics Software: Use analytics Software to
trending topics. track the performance of digital content, identify
7. Technology Tools: Leverage technology trends, and make data-driven decisions.
tools to streamline writing processes and 4. Personalization Tools: Leverage technology
monitor performance. to personalize content for different audience.
8. Use Hashtags: Research relevant hashtags to 5. Content Management Systems (CMS): Use
expand the reach and increase visibility of the CMSs like WordPress or Joomla to manage and
content. publish content across various digital channels.
9. Professionalism: Maintain a professional 6. SEO Tools: Use Search Engine Optimization
tone and language in all online (SEO) tools to optimize content for search
communications to uphold the credibility of engines, improving its traffic to digital platforms.
the brand. By leveraging these technologies
effectively, businesses can enhance the
10. Adaptability to Platforms: Understand the
efficiency, impact, and reach of their digital
different digital platforms and adapt the
content, ultimately driving business growth.
writing style accordingly.
11. Encourage Interaction: Encourage the
followers to engage with the content by like,
share, comment and subscribe.
12. Monitor and Respond: Monitor feedback and
comments and respond promptly to maintain
positive interactions.

VI. Leveraging technology for efficient and

impactful business writing

Leveraging technology can significantly

enhance the efficiency and impact of business
writing.
1. Automation Tools: Utilize automation tools
for content creation, scheduling and email
marketing.
2. Collaboration Platforms: Implement
collaborative platforms like Slack or Microsoft
Teams for seamless communication and
collaboration among team members.

R CH NAGESWARA RAO, Lecturer in English, Govt Degree College, Chinturu. ASR Dt. AP.