Transcript ES2002 Letter Writing - Introduction

ES2002 Business Communication
Letter Writing: Introduction & Planning
Outline
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Functions of a letter
Definition of an effective letter
Types of letters
The letter writing process
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Functions of a letter
• A messenger
– Letter conveys information
• An ambassador
– Letter represents the sending company
• A cultural practice
− Letter reflects the workplace
culture of the company you represent
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An Effective Letter
Is one where the reader reacts positively
to the writer’s goals.
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Types of letters
Broadly speaking, two types
• Receivers outside one’s organisation
• Receivers within one’s organisation
Memos
Note: In handouts on letter writing, the word ‘letter’
used as a generic term to refer to all types of
business correspondence (letters, memos, emails).
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Letter Writing Process
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Planning
Organising
Drafting
Revising
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Planning involves:
• Understanding the situation /
problem
• Defining your objectives
• Analysing your reader
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Understanding the situation /
problem
Relevant question to ask:
What prompts you to write this letter?
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Defining your objectives
Relevant questions to consider:
What is/are your purpose(s)?
What specific information do you want your
readers to give/to know?
What specific action(s) do you want your
readers to take?
What specific attitude(s) do you want your
readers to adopt?
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Analysing your reader
For message to be meaningful to readers,
carefully analyse:
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their information needs;
their concerns/questions;
their characteristics;
your relationship with them; and
their attitude towards you and the subject.
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• Your readers’ familiarity with the subject.
• The specific pieces of information you
need to give your readers.
ES2002 Business Communication: Letter Writing: Introduction
Readers’ informational needs
Consider:
Analysing readers
Readers’ informational needs
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ES2002 Business Communication: Letter Writing: Introduction
Readers’ concerns/questions
• Identify specific issues they will be
concerned about.
• Identify specific questions they will be
asking.
• Anticipate which parts of the letter they are
likely to accept/reject.
Analysing readers
Readers’ concerns/questions
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Readers’ cultural expectations
• Are the readers ready for a
straightforward delivery of the message?
• Is establishing/maintaining personal
relationships important to the readers?
Note: It is not easy to answer these
questions correctly, but it is important that
you keep these in mind all the time.
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• Your readers’ position in the organisation.
• Your readers’ educational background.
• Your readers’ familiarity with the
technicalities of your profession.
ES2002 Business Communication: Letter Writing: Introduction
Readers’ characteristics
Think about:
Analysing readers
Readers’ characteristics
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• A social point of view.
• A professional point of view.
ES2002 Business Communication: Letter Writing: Introduction
Your relationship with readers
Look at the relationship from:
Analysing readers
Your relationship with your
readers
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Likely possibilities:
Analysing readers
• Negative
• Positive
• Neutral/Indifferent
Readers’ attitude towards you/subject
Readers’ attitude towards you
and the subject
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