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CS Week 8, Letter Writing

The document outlines the fundamentals of letter writing, including formal and informal structures, salutations, body paragraphs, and closings. It describes three approaches to letter writing: direct, indirect, and persuasive, along with organizational plans for each type. Additionally, it provides examples of an ineffective request email and its improved version, as well as assignments for writing letters in specific situations.

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11 views34 pages

CS Week 8, Letter Writing

The document outlines the fundamentals of letter writing, including formal and informal structures, salutations, body paragraphs, and closings. It describes three approaches to letter writing: direct, indirect, and persuasive, along with organizational plans for each type. Additionally, it provides examples of an ineffective request email and its improved version, as well as assignments for writing letters in specific situations.

Uploaded by

syedanehabatoolraza
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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COMMUNICATION SKILLS

SS2010
MUHAMMAD WASIF KHAN
WHAT IS A LETTER?

FORM OF A WRITTEN COMMUNICATION,


BOTH FORMAL AND INFORMAL
HOW TO WRITE A LETTER?
LETTER WITH SUBJECT LINE EMAIL
SALUTATION
• TO WHOM IT MAY CONCERN
• DEAR MR./MS.
• DEAR SIR OR MADAM
• RESPECTED SIR OR MADAM
• MR./ MS./ DR./ PROF./ ENGR.
BODY PARAGRAPHS
• I AM PLEASED TO INFORM YOU
• I AM WRITING TO GIVE YOU SOME DETAILS REGARDING…
• I HOPE ALL IS WELL WITH YOU
• WE HAVE A CONSIDERABLE AMOUNT OF EXPERIENCE IN THIS FIELD
• THANK YOU FOR YOUR PROMPT RESPONSE
• THANK YOU FOR YOUR CONSIDERATION
• THANK YOU FOR BRINGING THIS MATTER TO MY ATTENTION
• IN REFERENCE TO OUR EARLIER CONVERSATION
• WOULD IT BE POSSIBLE FOR YOU TO… ( LET ME KNOW, ASSIST ME,
INFORM ME, GIVE ME FURTHER INFORMATION)
• I WOULD APPRECIATE IF THIS COULD BE TAKEN CARE OF PROMPTLY.
• THANK YOU FOR YOUR TIME, I LOOK FORWARD TO HEARING BACK FROM
YOU.
• I APPRECIATE YOUR ASSISTANCE AND LOOK FORWARD TO HEARING BACK
FROM YOU.
• DO NOT HESITATE TO CONTACT ME FOR ANY FURTHER … (INFORMATION,
QUESTIONS, ASSISTANCE, ENQUIRIES)
CLOSING
• BEST REGARDS,
• SINCERELY,
• YOURS FAITHFULLY,
• YOURS TRULY,
• WITH KIND REGARDS,
APPROACHES OF LETTER WRITING
• THERE ARE BASICALLY 3 APPROACHES
1.DIRECT (EX: APPOINTMENT LETTER, ROUTINE
MESSAGES, ETC.)
2.INDIRECT (EX: DENIAL/REFUSAL, BAD NEWS, ETC.)
3.PERSUASIVE (EX: MARKETING, REQUESTING, FUNDING, ETC.)
ORGANIZATIONAL PLAN FOR 3
TYPES OF BUSINESS MESSAGES
1.
DIRECT
Plan for Routine
ORGANIZATIONAL
Messages
PLAN

State the Request or Close with a Cordial


Give Necessary Details
Main Idea Request
2.
Plan for INDIRECT
Negative / Bad ORGANIZATIONAL
News Messages PLAN

Buffer Explanation Bad News Courteous Close


3.
Plan for
Persuasive AIDA APPROACH
Messages

Gain Attention Create Interest Build Desire Enforce Action


TASK:
MODIFY THE FOLLOWING REQUEST EMAIL AND MAKE IT MORE AN EFFECTIVE REQUEST
To: Kim Johnson <[email protected]>
From: Tim Rudolph <[email protected]>
Subject: New Policy

This e-mail is written to inform you that I continue to receive disturbing reports about the misuse of e-mail by
employees. In the course of the past three months I have heard of defamatory messages, careless downloads, and
even a basketball pool that turned into a gambling operation.

In view of the foregoing, I am herewith instructing your office that an e-mail policy for the staff is needed. By October 1
a rough draft of a policy should be forthcoming. At the very minimum it should inform each and every employee that
e-mail is for business only. Employees must be told that we reserve the right to monitor all messages. No pictures or
attachments should be in the e-mail system without there being a valid reason. And we should not be using e-mail to
be saying anything about personnel matters—such as performance reviews and salaries.

If you have any questions, do not hesitate to call.


Improved
To: Kim Johnson <[email protected]>
From: Tim Rudolph <[email protected]>
Subject: Developing Staff E-Mail Policy

Please draft a policy outlining appropriate e-mail use for employees.

We need such a policy because I have received reports of misuse including defamatory messages, careless
downloads, and even gambling. Here are a few points that the policy should cover:

 E-mail is for business use only.


 E-mail messages may be monitored.
 No pictures or attachments should be sent without a valid reason.
 E-mail should not be used to discuss personnel matters.

Please submit a draft to me by October 2 because we hope to have a final policy completed by November 5. Call if
you have questions.
ASSIGNMENT # 2
WRITE A LETTER ON ANY ONE OF THE FOLLOWING
SITUATIONS.
MARKS: 20
SUBMISSION ON GCR: 30TH MARCH, 2023
SITUATION 1
• SALES HAVE DECREASED FOR TWO CONSECUTIVE QUARTERS AT
YOUR BUSINESS. YOU HAVE BEEN INSTRUCTED TO INFORM YOUR
SALES TEAM THAT THEIR HOURS AND BASE PAY WILL BE REDUCED
BY 20 PERCENT. WHILE YOU MAY HAVE A FEW MEMBERS OF YOUR
SALES TEAM THAT ARE UNDERPERFORMING, YOU WANT TO
RETAIN THE ENTIRE TEAM. WRITE A LETTER IN AN INDIRECT
APPROACH INFORMING YOUR SALES TEAM OF THE NEWS.
SITUATION 2
• YOU HAVE APPLIED FOR A JOB AS AN ELECTRICAL ENGINEER AT
SALWO ELECTRIC COMPANY. WRITE A LETTER REQUESTING ONE
OF YOUR COLLEAGUES FROM YOUR PREVIOUS EMPLOYER
DEPGO & CO., TO WRITE A RECOMMENDATION LETTER FOR YOU
THAT YOU REQUIRED AT THE NEW JOB. SPECIFY WHAT YOU
WANT HIM/HER TO WRITE IN THE LETTER. WRITE A LETTER BY
USING PERSUASIVE APPROACH.

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