What strategies can be used to achieve your purpose?

AN INTRODUCTION TO BUSINESS WRITTING

Why is correspondence essential?

Correspondence is essential in establishing and confirming transactions in commerce, it reflects you or your business. Therefore what is written and how it is expressed is as much a part of a business education as accountancy and economics. Businesspeople prefer written letters because they can serve as legal documents.

1.2. What are the purposes for writing business letters?

P urpose is the reason why you are writing. You may write a grocery list in order to remember what you need to buy. You may write a laboratory report in order to carefully describe a chemistry experiment. You may write an argumentative essay in order to persuade someone to change the parking rules on campus. You may write a letter to a friend to express your excitement about her new job.

What strategies can be used to achieve your purpose?

A strategy is a means of achieving the purpose. For example, our purpose may be to explain something, but we may use definitions, examples, descriptions, and analysis in order to make our explanation clearer. A variety of strategies are available for writers to help them find ways to achieve their purpose(s).

· Definition · Illustration and Example · Classification · Comparison and Contrast

· Analysis · Description · Process Analysis · Narration · Cause/Effect Analysis

1.4. Why is it important to analyze the audience you are writing to?

All readers have expectations. They assume what they read will meet their expectations. As a writer, your job is to make sure those expectations are met, while at the same time, fulfilling the purpose of your writing. Once you have determined what type of purpose best conveys your motivations, you will then need to examine how this will affect your readers. Perhaps you are explaining your topic when you really should be convincing readers to see your point. Writers and readers may approach a topic with conflicting purposes. Your job, as a writer, is to make sure both are being met.

1.5. What categories of audience do you know? Can you characterize them?

Three categories of audience are the "lay" audience, the "managerial" audience, and the “experts”.
The " lay " audience has no special or expert knowledge. They connect with the human interest aspect of articles. They usually need background information; they expect more definition and description; and they may want attractive graphics or visuals.

The " managerial ” audience may or may have more knowledge than the lay audience about the subject, but they need knowledge so they can make a decision about the issue. Any background information, facts, statistics needed to make a decision should be highlighted.

The " experts " may be the most demanding audience in terms of knowledge, presentation, and graphics or visuals. Experts are often "theorists" or "practitioners." For the "expert" audience, document formats are often elaborate and technical, style and vocabulary may be specialized or technical, source citations are reliable and up-to-date, and documentation is accurate.

1.6. What are the main types of business letters? Characterize each of them.

1. Acceptance Letters – its purpose is to accept a job offer. Here you accept the job, State the salary, Indicate moving and reporting for work dates, Conclude stating that you are looking forward to working etc.

2. Acknowledgement Letters in which you let someone know you have received something sent to you. Its format is hort, polite note mentioning when the item arrived and express thanks.

3. Adjustment Letter is a response to a complaint letter. In it you should:

-Open with whatever you believe the reader will consider good news.

-Explain what caused the problem.

-Explain specifically how you intend to make the adjustment.

-Express appreciation to the customer for calling your attention to the situation.

-Point out any steps you may be taking to prevent a recurrence.

-Close pleasantly. Avoid recalling the problem in your closing.

Remember, that the tone of this type of letter is critical. You should emphasize what you are doing to correct the error and explain company's policies. Avoid law admissible, condemning terms.

4. Application Letter is some kind of a sales letter, marketing your skills, abilities and knowledge. Here you should:

1. Identify an employment area or state a specific job title.

2. Point out your source of information about the job.

3. Summarize your qualifications for the job, tailored to job requirements.

4. Refer the reader to your resume.

5. Ask for an interview, stating where you can be reached and when you will be available for an interview.

6. Catch the reader's favorable attention.

7. Convince the reader you are qualified.

8. Be sincere and honest.

9. Don't duplicate the resume.

10. Request an interview.

5. Complaint Letters in which customers asking that certain situations should be corrected. Its format:

-The opening includes all identifying data.

-The body explains logically and clearly what happened.

-Conclusion should be friendly and request action.

1)Be sure of your facts.

2)Include copies of any support information.

3)Avoid overtones of accusations.

6. Inquiry Letters. Their purpose is to request assistance, information, or merchandise. When writing it you should: -Keep questions concise but specific and clear. -Phrase questions so that the reader will know immediately what type of information you are seeking, why you are seeking it, and how you will use it. -If possible, present your questions in a numbered list. -Keep questions to a minimum. -Offer inducement for the reader to respond.-Promise to keep responses confidential (where appropriate). -Express appreciation.

7. Reference Letters are written when someone is recommended for employment. In these letters: -Identify yourself: name, title or position, employer and address. -State how long you have known the applicant and the circumstances of your acquaintance. -Address specifically the applicant's skills, abilities, knowledge and personal characteristics in relation to the requested objective. -Conclude with a statement of recommendation and a brief summary of the applicant's qualifications.

8. Refusal Letters in which you refuse some kind of request. They should have: -A buffer beginning. -A review of the facts. -The bad news, based on the facts. -A positive and pleasant closing. Here you should place yourself in the reader's position.

9. Resignation letter is written when you inform a person about his or her resignation. You should: -Start on a positive note. -Explain why you are leaving in an objective and factual manner. -Avoid recriminations. -Give enough notice to allow for replacement. -Close positively. Remember: don't burn bridges.