Importance of writing skill in an business organization

Skills that enable an individual to write lucidly, coherently, and grammatically, or to handwrite legibly with ease and speed.

 Define the purpose

Consider alternatives
Complete the task/implement best

alternaives.

Business writing is more important today than ever

before. Businesses communicate all day, every day. Writing well is important for the success of any business or organization. Business owners and their employees who can write clearly and concisely have a competitive edge over others who are still struggling to communicate. Having multiple sets of eyes on business documents can prevent poorly written material from reaching your target audience.

A message written by a person to convey the message to another person.

o Communicate with other person in a formal

manner. o To make inquiries. o Send replies. o To place orders. o To influence the readers.

TYPES OF LETTER

A letter written from one to other or between different parties for business, college or professional activities. The letter is written in a concise manner as the subject topic is addressed.

Company Name, Address, Logo Telephone Number Email Address Recipient's Name Address Date Dear Mr./Ms. (Recipient's Full Name), Subject: (PURPOSE OF THE LETTER) In the first paragraph, you can introduce yourself, if the recipient does not know you. After this, mention the purpose of the letter. (Use Double Paragraph Spacing) In the second paragraph, give out the details i.e., the facts that support the statement you made in the first paragraph. You can end the letter with this paragraph or you can have another one, if the information you want to convey does not fit in this paragraph. Complete the letter by thanking the recipient for taking out time to read the letter Respectfully Yours, (Your Signature) (Your Name) Enclosure(s) (mention the number)

 INFORMAL LETTER

Informal writing is when you are writing to someone you know personally or when you are writing subjectively to express your own private feelings and thoughts.

32-A, Charlton Dr, North Birmingham, NSW 2065 3rdSeptember, 2011 Hello Chris, How are you and the girls? Thanks again for giving me Brian's number. It was so easy designing the site with Brian, as he was a great help with the technical stuff. It is online now, have a look when you get the time and do tell if any changes are to be made. You know what? The other day I bumped into Greg. The tall guy who used to live in Martha's neighborhood? He too has moved to Sydney and lives just a few blocks from here. He has made it pretty big, and owns several restaurants, and just bought Aria on Macquarie Street. We went for dinner there on your last day in the city, remember? I have to go to the market, so will stop writing now. Looking forward to meeting you all during the Christmas break. Give my love to Nat and the kids. Warm regards, Anne

A reminder to start or finish something. A document sent with in a company in short form.

o Brings attention to problems. o Accomplish goals by informing the reader

about new information. o Helps the memory by recording events or observations on a topic.

To: All Staff Members From: Allen White, President Date: November 5, 2001 Re: Company Merger ____________________________________________________ I'd like to set the record straight. Perhaps you have heard rumours of all sorts to the effect that the company is going out of business, is being sold, or is merging. Well, I am pleased to tell you that the last is true. We are merging.

Effective January 1, we will become a wholly owned subsidiary of ABC, Inc. Principals at ABC have asked me to let you know of their sincere intentions to continue operating this division on a autonomous basis and to retain all the employees who are currently on the payroll.
There are many benefits to be gained by the merger, and I would like to inform you of them personally. There will be a company-wide meeting in the auditorium on Monday, November 12, 2001 at noon. The meeting will be over lunch (provided by ABC), and members of the ABC team will be on hand to personally answer any questions. I'm sure that you'll approve of the merger wholeheartedly once you understand what we have to gain. I look forward to seeing each of you at the luncheon on November 12.

A report is a statement of the results of an investigation or of any matter on which definite information is required.

Formal reports can provide an employer with the opportunity to record your progress with in the company. It collects & interprets data & reports information. Usually written in indirect order. Also known as long report.

Also known as short reports.it is a document

o Informational report o Analytical report o Survey or research report

It is the cover of the report containing: 1. Title of report. 2. Name of receiver of the report. 3. Name of the writer.

It has more information than the title fly. It bears: 1. Title of report , name of receiver , his designation & name of his company. 2. Name of the writer, his designation,& name of his company. 3. The date of the submission of the report.

It is also known as letter of comissioning. In it the individual or the management authorizes the report writer to prepare the report. It helps the writer get the company data & take officials ; interviews necessary for study.

It is a covering letter because it transmits the report. It is important to know that in the presence of letter of transmittal, preface is not at all requires because the letter also serves as preface.

The table bears major & subdivisions of the report and then respective appearance in the report.

Preface is the foreword talked by the writer. The function of preface may be performed by the letter of transmittal. Therefore, preface is not included if the transmittal letter is inserted in the report.

Introduction acquaints the reader with the better understanding of the report. It includes the elements: 1) Authorization 2) Problem 3) Purpose 4) Scope 5) Limitations 6) Sources 7) background

The text contains the actual details of the report . This part explains findings & data. It is the main part of the body.

This section summarizes the findings of the investigation.

It interprets facts explained. It does not give the writers personal opinion.

This section suggests a plan of action based on findings & conclusions.

In it you may include tables, graphs, charts or some additional information.

It refers to the sources from where the data have been collected. The sources may be books, newspapers, magazines, etc.

A glossary is an alphabetic listing of special terms & words with their meanings & definitions.

It includes the list of topics, their divisions & subdivisions with their location in the report.

A resume is a brief document which highlights an individuals experience, qualifications, and skills in hope of securing a job interview.

PURPOSE:
o Provide a summary of your skills, abilities &

accomplishments. o Describes your education, abilities & previous employment

A on page letter to a prospective employer, usually accompained by a resume, expressing interest in employment with the company.

o Focus on your qualifications for the position. o Provide an example of your writing abilities. o Convey interest in the position.

Types of cover letter

Solicated

Unsolicated

November 20, 2008 Name Title Company Address Dear _________: The growth and innovation in the proprietary sector of the healthcare industry has been very exciting in the past decade and appears to be continuing in the future. I am very interested in (name of company) because of its participation in this sector. Particularly, I am interested in making a contribution to your organization in the area of marketing of healthcare services. My strong healthcare background, effective communication skills and attention to detail would be an asset to (name of company). Enclosed is my resume for your consideration. I would like an opportunity to meet with you to discuss my qualifications and interest in a career with (name of company). I will call you early next month to arrange a mutually convenient time to get together. Should you have any questions or would like to schedule an interview, I can be reached at (314) 555-1212 or via email at [email protected]. Thank you for your time and consideration. Sincerely, Sharon Student Enclosure

Proposals are persuasive offers to solve problems, provide services, or sell equipment. It could be in form of letter or report. Some proposals are internal(justification or recommendation report) and some are External(Profit an loss generation report).

 Attention Use of simple words

Completeness Conciseness Concreteness Clarity Correctness Be fair

Attractive Use appropriate words relevant to the mood of the topic.