Saturday, November 12, 2011

Writing a business letter lesson plan

Writing a business letter lesson plan

Discuss the steps in planning of a business letter.
Successful or effective business letters are always planed. The actual purpose (s) cannot be fulfilled without proper planning. Efficient writers give emphasis on the planning of business letters, because each business letter has a long term effect. The steps in planning business letters are as follows:

  1. Determination of objectives
  1. Evaluation of the reader’s position
  1. Outline the contents
Fig-06: Steps in planning of a business letter
[Source: Ricks and Gow, PP. 58-59]

1. Determination of objectives:
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Business letters are written to serve specific objectives. Thus before writing the letter the writer should determine-

i. What is the primary or basic reason for writing the letter and
ii. What are the secondary reasons (if any)

A business letter without an objective is like ‘a ship without a compass’. If there are more than one objective then priorities must be determined considering the importance.

2. Evaluation of the reader’s position:
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One thing must be realized by the letter writer that he/she is not writing the letter for himself/herself. That is in writing letters the writer always need to be careful about the point: “This letter will be read by another person and his/her attitude and level of understanding are different from the writer”.

Communication experts termed this point as a ‘psychological technique’. We can say a single drug will not be able to cure all the diseases. Thus same tone will not be able to satisfy all readers. To accomplish the goal of writing, reader’s position must be evaluated. To evaluate the reader’s position following points need to be considered:

i. Collection of information from previous contacts with the reader
ii. Cultural background of the reader
iii. Religious background of the reader
iv. Educational background of the reader
v. Understanding level of the reader
vi. Need of the reader
vii. In case of reply to a letter the ‘tone’ of that letter must be considered.

3. Outline the contents:
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It is the rough drafting of the letter. Before writing the actual letter an outline enables a writer to revise the whole thing and to check the order of the letter.
These are the major steps of planning of a business letter which need to be followed to ensure effective writing.
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Tip:
1st part: Success or effective business letters are always planed. The actual ………………………………..
Picture
2nd Part: Alternative of Three points.
1. Determination of objectives:
i. Primary reason
ii. Secondary reason
A business letter without objectives is like a ship without a compass------------------
2. Evaluation of the reader’s position:
-----
A single drug will not be able to cure all the diseases-----------------
Give till i. -------------- IV.
3. Outline the contents: it is the rough drafting -------------------------------------

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