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‡ Brainstorm ideas
‡ Decide exactly why you are writing
‡ Collect information
‡ Decide if al the information you have
collected is relevant
‡ Identify your audience
‡ Think about what your reader(s)
know(s)

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‡ Order the content according to what

your reader knows

‡ Put content into a logical sequence

‡ Group ideas into paragraphs

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‡ Write according to

your plan


  

‡ Check the document's layout is clear

‡ Check the meaning of any words you
are unsure of
‡ Check your punctuation
‡ Use your computer's spell-check
‡ Check you have used plain English
‡ Look for sentences that are too long
or unclear
‡ Rewrite sentences and paragraphs
‡ Check grammar

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‡ Ask a colleague to read through and

comment on your text
‡ Leave the document aside and read it
again later
‡ Re-order information to make it clearer
to the reader


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Business correspondence includes:

+ Business letter
+ E-mails
+ Memos
+ Faxes

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Answer all questions asked
Give something extra, when desirable





Shorten or omit wordy expressions
Include only relevant statements
Avoid unnecessary repetition

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Focus on ³You´ instead of ³I´ and ³We´
Show reader benefit or interest in reader
Emphasize the positive, pleasant facts
Apply integrity and ethics




Use specific facts and figures
Put action in you verbs
Choose vivid, image-building words

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Choose short, familiar, conversational words

Construct effective sentences and paragraphs

Achieve appropriate readability - and ³listen ability´

Include examples, illustrations, and other visual aids when

desirable

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Be sincerely tactful, thoughtful, and appreciative
Omit expressions that irritate, hurt, or be little
Grant and apologize good-naturedly
Answer your mail promptly




Use the right level of language
Include only accurate facts, words, and figures
Maintain acceptable writing mechanics
Choose nondiscriminatory expressions
Apply all other pertinent C qualities

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‡ 
- old-fashioned letter
- impersonal
- a range of fixed expressions
- focus on politeness and accuracy
- layout is very important
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- clear and concise
‡  - more personal but still polite
- for friends or those who know - short sentences (20 words)
each other well - acceptable short forms
- closer to spoken language - some fixed expressions
- abbreviations used
- short messages
- conversational expressions
- tolerant grammar/ spelling
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A sales and promotion letter is:

+ to persuade the readers to buy a product, try a service, support

some cause, participate in some activity

+ or to introduce yourself to potential customers

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For an effective sales and promotion letter, it is advisable to:

+ get the reader¶s attention

+ identify the problems the reader has

+ position your service/product as a solution to the problem

+ prove your service/product as a solution to the problem

+ give the reader an offer

+ make sure your service/product has a guarantee

+ tell the reader what to do

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+ Specify your business subject as precisely as possible in

the subject line. Accurately stating your business up front

avoids having your message confused with SPAM.

+ Get to the point.

+ Length is another factor to consider. The paragraphs

should be no more than three sentences long.

+ Use reader-friendly typefaces and formats.

+ Spell check!

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Fast & easy to deliver Questionable appropriateness
Tone: personal Flexible format
Reach many readers Not completely secure &
Save in a file confidential
Easy to reply No real original signature
Inexpensive Short messages
Be forwarded easily Computer connected to
Allow off-site workers to internet required
collaborate on projects Accidentally forwarded

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A letter of inquiry is a request for information that the writer

believes the reader can provide. Regardless of its subject,

the objective is to get the reader to respond with an action

that satisfies the inquiry.

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A letter of inquiry should follow some basic rules:

‡ It states exactly what information the writer wants.

‡ It indicates clearly why the writer must have this information.

‡ It specifies when the writer must have the information.

‡ It includes the writer¶s personal information and contact for

later reply.

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‡ An order letter is a straightforward notice to inform a

seller that you want to purchase a product or a service.

‡ An effective order letter should be clear, precise, and

accurate.

‡ The write must double-check the seller¶s brochure,

catalog, or agency manual before writing an order letter.

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A Payment Letter may be written just as a gentle

reminder to someone that a payment is due or it

may also be written as a firm reminder for any

overdue payment.

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