Submitted By:: Muhammad Ahtisham
Submitted By:: Muhammad Ahtisham
Submitted by:
Muhammad Ahtisham.
Submitted to:
Roll No:
28(S.S 3rd semester)
Topic:
Department:
(DPIR)
Subject:
English
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Contents
Letter
Letter
A letter is a segmental symbol of a phonemic writing system. The inventory of all letters
forms the alphabet. Letters broadly correspond to phonemes in the spoken form of the
language, although there is rarely a consistent, exact correspondence between letters and
phonemes. Letters are brief messages sent to recipients that are often outside the
organization. They are often printed on letterhead paper, and represent the business or
organization in one or two pages. Shorter messages may include e-mails or memos, either
hard copy or electronic, while reports tend to be three or more pages in length.
While e-mail and text messages may be used more frequently today, the effective business
letter remains a common form of written communication. It can serve to introduce you to a
potential employer, announce a product or service, or even serve to communicate feelings
and emotions. We’ll examine the basic outline of a letter and then focus on specific products
or writing assignments.
All writing assignments have expectations in terms of language and format. The audience or
reader may have their own idea of what constitutes a specific type of letter, and your
organization may have its own format and requirements. This chapter outlines common
elements across letters, and attention should be directed to the expectations associated with
your particular writing assignment. There are many types of letters, and many adaptations in
terms of form and content, but in this chapter, we discuss the fifteen elements of a traditional
block-style letter.
Letters may serve to introduce your skills and qualifications to prospective employers,
deliver important or specific information, or serve as documentation of an event or decision.
Regardless of the type of letter you need to write, it can contain up to fifteen elements in five
areas.
Business communications the process of sharing information between employees within and
outside a company. Effective business communication is how employees and management
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interact among each other to reach organizational goals and be more aligned with the core
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company values. Its main purpose is to improve organizational practices, eliminate silos,
keep employees informed and reduce errors.
Furthermore, business letters promote and sustain good will. Good business relationships are
formed and maintained through effective communication. Properly written letters give a
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You can safely assume that you've achieved part of your objective when the recipient sees
the return address on the envelope, and opens it, eager to read the contents. Score one point
for the small business owner. Write a letter any time you wish to assert your authority and
credibility – as if you're saying between the lines, “I mean business; now listen up.”
When you're mindful that your words (and actions) will affect the future and may be
revisited over time for verification, it's definitely time to write a letter. You should retain a
copy of every letter you write, but letters that have quasi-permanent value deserve even
more careful treatment; you may need to retrieve and resend them, if the recipient or an
interested third party misplaces them. Although most business letters are distinguished by
their brevity, these types of letters are likely the quickest to write. They may not be sweet,
but they're usually short.
If you can imagine the recipient tacking your letter to a bulletin board or refrigerator – to
read and reread again – then it's a good sign that an event has occurred or an occasion is
taking place that demands an additional attention. Burnish the goodwill by adding a
handwritten “P.S.” at the end of your letter.
Your ancestors might chuckle at the notion of letter writing being called a classy
undertaking. But then, they tended to be active scribes who didn't have anywhere near as
many modes of communication. Next to texting instant messages, texting messages and
writing emails, letters have risen in stature and respectability. Since letters are not as
common as they once were, they can even trigger envy in people who do not receive them.
Examples include apology, farewell, introduction, thank you and welcome letters.
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Today's memos come in one of two forms _ hardcopy memos and e_memos. On the surface
one might think that all memos should take the form of e_memos due to email’s efficiencies.
Despite the convenience and ease of developing and sending e_memos, they have their
shortcomings ranging from general writing quality to privacy concerns.
Business letters secure, promote and maintain business without complications; Business
letters serve us a reference for the future. Every organization should have to classify its
outgoing mail and incoming mail and file them classified on the basis of their subject matter
in a chronological sequence. Business letters serve to maintain the correct information of the
organization in the perception of the receiver. Business letters establish and maintain
contacts over a wide area truly enlarging the scope and extent of business. Business letters
can be used as legal documents in disputes. All business letters promote goodwill and
enhance the prestige and the image of the organization.
We can enumerate the functions of a business letter thus:
(a) Promotional Functions:
Business organizations have to grow and enlarge, improving the quality of their
products, by producing new products and providing better services. The customers
have to be kept informed through letters these developments. Business organizations
have to expand their market by tapping new areas. All round expansion is possible
only if the organization keeps all the people concerned well informed through letters
that promote sales and service.
(b) Informational Functions:
Business letters provide valuable data about earlier policies, transactions and all other
activities of the organization. Modern business cannot depend on memory as in olden
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days. Letters are ready references if they are available. New policies can be evolved
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by studying the earlier ones. It is not only essential to maintain good correspondence
but also more essential to make them be available in the files.
(c) Legal Functions:
Business letters can provide evidence in legal disputes, if any that occur in a
transaction. They are useful as legal documents in quotations and offers.
(d) Goodwill Functions:
Business letters promote goodwill among parties transacting business. They build a
good rapport between parties in a business transaction.
All these functions of a business letter promote sales and improve the image of the firm. So,
every business letter is a sales letter if it serves the stated or implied objectives.
Memorandum
Memo Purpose
One effective way to address informal, unofficial speculation is to spell out clearly for all
employees what is going on with a particular issue. If budget cuts are a concern, then it may
be wise to send a memo explaining the changes that are imminent. If a company wants
employees to take action, they may also issue a memorandum. For example, on February 13,
2009, upper management at the Panasonic Corporation issued a declaration that all
employees should buy at least $1,600 worth of Panasonic products. The company president
noted that if everyone supported the company with purchases, it would benefit all (Lewis,
2009).
While memos do not normally include a call to action that requires personal spending, they
often represent the business or organization’s interests. They may also include statements
that align business and employee interest, and underscore common ground and benefit.
Memo Format
A memo has a header that clearly indicates who sent it and who the intended recipients are.
Pay particular attention to the title of the individual(s) in this section. Date and subject lines
are also present, followed by a message that contains a declaration, a discussion, and a
summary.
Audience Orientation
Always consider the audience and their needs when preparing a memo. An acronym or
abbreviation that is known to management may not be known by all the employees of the
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organization, and if the memo is to be posted and distributed within the organization, the
goal is clear and concise communication at all levels with no ambiguity.
Memos are often announcements, and the person sending the memo speaks for a part or all
of the organization. While it may contain a request for feedback, the announcement itself is
linear, from the organization to the employees. The memo may have legal standing as it
often reflects policies or procedures, and may reference an existing or new policy in the
employee manual, for example.
Subject Emphasis
The subject is normally declared in the subject line and should be clear and concise. If the
memo is announcing the observance of a holiday, for example, the specific holiday should be
named in the subject line—for example, use “Thanksgiving weekend schedule” rather than
“holiday observance.”
Direct Format
Some written business communication allows for a choice between direct and indirect
formats, but memorandums are always direct. The purpose is clearly announced.
Objectivity
Memos are a place for just the facts, and should have an objective tone without personal bias,
preference, or interest on display. Avoid subjectivity.