Chapter 2

Structuring your communication

Lecture outlines• 4 point plan• The weakest link in your business writing• 10 steps to good business writing• Letter forms•Mechanics of Business Letters

4 point plan

Source: Shirley Taylor, Model Business Letters, 6th ed.

4-point plan1. Opening or introduction• Acknowledge previous correspondence• Refer to a meeting or contact• Provide an introduction to the discussion

2. Central section (detail)• All required information• Requesting information• Details should be stated simply and clearly

4 point plan3. Conclusion (Action or Response)• State the action expected from the recipient• State the action you will take

4. Close• One-line closing sentence• Should be relevant to the content of the message

4 point plan sample

Source: Shirley Taylor, Model Business Letters, 6th ed.

4 point plan sample

Source: Shirley Taylor, Model Business Letters, 6th ed.

The weakest link in your business writing

• The old-fashioned expressions• Long-winded expressions• Passive-voice VS. Active-voice• Using Attention line

10 steps to good business writing

1. Remember your ABC (Accurate, Brief and Clear)2. Be polite and helpful3. Use appropriate tone4. Write naturally and sincerely5. Keep it Short and Simple

10 steps to good business writing

6. Use modern terminology7. Include essential details8. Be consistent9. Use Active voice not Passive voice10. Compose CLEAR communication (Clear, Logical,

Empathetic, Accurate and Right)

Letter forms1. Full-Block letter form• Inside address, salutation and paragraphs are

arranged in blocks without indention• Divisions between units are indicated by

spaces• Advantages:• Save stenographic time• It is widely accepted

Full-Block letter form

Source: www.writing-lovers.com

Letter forms2. Semi-Block letter form• Inside address, salutation and paragraphs are

arranged in blocks• Divisions between units are indicated by

spaces• Paragraphs are indented by 10 spaces in the

beginning of each paragraph• Advantage:• Produce neat symmetry

Semi-Block letter form

Source: www.writing-lovers.com

Letter forms3. The Simplified letter form• Complete elimination of salutation and

complimentary close• The simplified letter is often used for mass

mailings• Advantage:• Efficiency• Saving typing time and consequent costs• It is a modern approach

The Simplified letter form

Letter forms3. The Hanging-indention Form• The first line of a text is aligned with the left-

margin, and all other lines are indented (moved toward right) by an equal amount of space

The Hanging-indention Form

Mechanics of Business Letter

1. Arrange and center the letter on the page for symmetry and balanced appearance

2. Select letterhead and stationary on the basis of simplicity of design and quality

3. In Salutation and Close capitalize only the first letter of the first word, except for proper names and titles

4. Salutation and complimentary close should agree in tone5. Date is usually written in the upper right section6. Salutation should agree with the first line of inside address7. Signer of the letter has final responsibility for it

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