Purcom Reviewer - Genuine information strengthens the business
relations between two business firms or two
LETTER individuals.
- Hence facts mentioned must be true and
- whether long or short has to be planned before genuine
it is written.
D. Politeness
WRITING A BUSINESS LETTER
- Politeness is a keyword in a business letter.
- the writer produces one-sided conversation with Therefore it should be courteously written
the reader in the sense that he/she has to - It should include the expressions such as
anticipate the reader's questions and provide thanks, I regret, please, my pleasure.
answers to those questions. - Letter of request or complaint should avoid
- Business letters assist you in sustaining your unpleasant and rude expressions.
business relationships with other business and
E. Consideration of the addressee
customers.
F. Use of jargons
PURPOSES
to inform
to congratulate You Attitude
to inquire
- Focus on the recipient's needs, purposes or
to order
interests instead of your own.
to request
- Recipient oriented style is called you attitude.
to collect dues
- Use more of you and yours instead of I, me,
to complain
mine, us, our. Ours.
to make an adjustment
to sell a product, service or scheme For Example: “We are glad we can now send our
tape recorders.”
FEATURES OF AN EFFECTIVE BUSINESS LETTERS
“You would be glad to know that your tape
A. Brevity recorders are ready for sale.”
- present the subject matter short. You attitude is a matter of genuine empathy.
- Too many words often mar the beauty of
business correspondence and lead to confusion You attitude may not help at times.
B. Clarity For example:- If someone makes mistake, minimize ill
feeling ill feeling by referring to the mistake
- Avoid vagueness or ambiguity impersonally rather than pointing out directly.
- Business letter should be direct
- In order, to sound natural, the writer should For ex: “We have a problem instead of 'you caused
use plain conversational Englisha a problem”
- Howsoever, serious matte is presented in a
letter, the writer should use a relaxed, clear
tone.
- Too familiar style should also be avoided
FORMAT OF BUSINESS LETTERS
- Bombastic language can spoil even well
Block Format
written letter
- Avoided ambiguous, difficult and obsolete In the block format all the elements such as
words. date, address, salutation, paragraphs and the
close all start from the left hand margin.
C. Accuracy
The word or each paragraph need not be Heading, complimentary close and signature
indented. block are aligned vertically with the right
Different parts and paragraphs of the body margin.
of the letter are typed in double spacing.
While within each part and paragraph single
spacing is preferred.
Semi-Block Format
This resembles modified block style except
that the start of each paragraph is indented.
Each paragraph of the message starts a few
Simplified Style spaces away from the margin.
This form makes the letter somewhat clumsy
This format resembles block format, and has gone out of style.
characterized by the following features:
Omits salutation
Often includes subject line in capital letters
Omits complimentary close
Paragraph Writing
STAGES IN PARAGRAPH WRITING
Modified Block Format
1. Pre-writing
is different from block format in the
positioning of certain elements. Pre-writing the first stage in the process, starts with
(1) sifting through any number of ideas in order When you finally decide on your topic, be sure it is
to find a suitable topic to write about not too broad to be discussed in single paragraph. If
(2) restricting the scope of that topic to fit the it is a huge problem and you will not want to deal
confines of a paragraph, and with the problem in its entirety. Instead, choose the
(3) Devising an arrangement of the material. This part of the problem that you can write about with
is also the time to decide on confidence. All topics can be viewed from different
(4) your purpose for writing and the audience to angles and this one, too, can be subdivided into
be addressed in order to several minor aspects, any one of which can become
(5) Determine the appropriate language and a topic for a paragraph.
tone.
7. Determining Purpose and Audience
2. Finding a topic
Purpose in writing propels the writer to
There are two things you should remember about communicate thoughts and feelings with conviction
selecting a topic. and enthusiasm and provides the overall design that
is to govern what the writer has to set out to do.
A. First, it should be something that interests When you sit down to write, ask yourself: Who am I
you personally so that you can project some addressing?, Who do I want to reach? It is good to
enthusiasm and emotion in your writing. remember that all writing must be directed to a
B. Second, you should be knowledgeable about specific audience.
the topic so you can have something
worthwhile to say to your readers.
3. Brainstorming 8. Choosing point of view
Brainstorming is a popular and time-tested means to Point of view is the position from which a writer
explore the mind for ideas and an invaluable aid in looks at his subject. While pertaining specifically to
discovering topics for writing. description, point of view is nonetheless necessary
in all writing in order to stay within a context that
To begin a brainstorming list, start at the top of a will insure unity in the paragraph or essay.
blank page and write down as many words and
phrases that come to your mind. After a given
amount of time, say three or five minutes, stop.
4. Clustering HOW TO PREPARE FOR AN INTERVIEW
Clustering is a nonlinear brainstorming process 1. Carefully examine the job description
created by Professor Gabriel Lusser Rico of San
- During your prep work, you should use the
Jose State university in California.
employer’s posted job description as a guide.
5. Free writing - The job description is a list of the
qualifications, qualities and background the
Free writing is an activity in which you write down employer is looking for in an ideal candidate.
anything and everything that comes to your mind: The more you can align yourself with these
thoughts, half-thoughts, words, fragments, in the details, the more the employer will be able to
form and the language that they come to you, see that you are qualified
without worrying about grammar, punctuation, or
style. You may not stop at any time during the 2. Consider why you will be interviewed and your
activity; if you run out of ideas you will simply have qualifications
to keep writing. Let your mind run where it wants to,
- Before your interview, you should have a
and record everything.
good understanding of why you want the job
6. Restricting the topic and why you are qualified.
- You should be prepared to explain your have easy access to it during the interview
interest in the opportunity and why you are itself.
the best person for the role. - Having copies to present to multiple
interviewers shows that you are prepared
3. Perform research on the company and role and organized.
Researching the company you’re applying to is an - You should have at least three copies to
important part of preparing for an interview. Not provide for multiple interviewers, plus one for
only will it help provide context for your interview yourself to follow along.
conversations, but it will also help you when 9. Prepare your travel arrangements
preparing thoughtful questions for your
interviewers. - Job interviews tend to be stressful for most
people for many reasons but getting to the
4. Consider your answers to common interview interview can be a challenge.
questions
- If your interview is an unfamiliar area or
- there are a few common questions you can even an entirely new city, it can be a source
plan answers for. of anxiety to find your way around and make
- You might also consider developing an sure that you show up on time.
elevator pitch that quickly describes who you
are, what you do and what you want.
10. Sell yourself
5. Practice your speaking voice and body
language - One of the biggest challenges in an interview
is selling yourself. Most people are
- It’s important to make a positive and lasting
uncomfortable with this idea but presenting
impression during the interview process.
yourself accurately and positively does not
- You can do this by practicing a confident,
have to feel like a sale. The truth is that you
strong speaking voice and friendly, open
do have professional skills and experiences
body language
that may set you apart from other applicants,
- Pay special attention to your smile,
so it's acceptable and expected for you to
handshake and stride.
acknowledge them to your potential
6. Prepare several thoughtful questions of the employer.
interviewers
- You should take time before the interview to
prepare several questions for your
interviewer(s) that show you have researched
the company and are well-versed about the
position
7. Conduct mock interviews
- practicing interviews is the best way to
relieve anxiety and improve your confidence.
- Practice may be tedious, but repeatedly
experiencing the interview process will make
you more comfortable and help you give the
right impressions.
8. Print hard copies of your resumes
- Most employers ask for digital copies of your
resume with the application, but they may not
