Written Communication

Written communication is a very important aspect of business communication. Written

communication involves any type of interaction that makes use of the written word. In fact,
written communication is the most common form of business communication. Good written
communication contributes to the success of an organization. It helps in building goodwill of an
organization. The ever-increasing use of computers and computer networks to organize and
transmit information means that the need for competent writing skills is rising. Written
messages do not have to be delivered on the spur of the moment; instead, they can be edited and
revised several times before they are sent, so that the content can be shaped to maximum effect.
Written business Communication is a permanent mean of communication and is much easier to
understand then oral means of communication. Written business communication includes -
letters, memoranda, agenda, manuals, reports etc.

Business Letters

It must have a good appealing layout. The content of the letter should be clear in the mind of the
writer. The letter must be divided into paragraphs. It must have subject written and should be
enclosed in an envelope. It should be surely used for future reference. It should be carefully
written as it has an impact on goodwill of the organization. Examples of Business letters are -
sales letters, information letters, problem letters etc.

Memoranda

Memos are generally short means of written communication within an organization. They are
used to convey specific information to the people within an organization.

Reports

A report is prepared after lot of investigation. Whatever observations are made, an account of
them is written in the report. Reports are important for analyzing the performance of the
organization. It helps in taking important decisions within an organization.

Agenda

Agenda is an outline about all the contents of the meeting. It tells what is the purpose of the
meeting and where are the participants heading. While designing an agenda one should be very
specific. Designing an agenda beforehand helps the people to come prepared for the meeting.
Purpose of a Business Letter

A business letter is a formal way of communication between two or more parties. There are
many different uses and types of business letters. Business letters can be informational,
persuasive, motivational, or promotional. Business letters should be typed and printed out on
standard 8.5" x 11" white paper.

Elements of a Good Letter

The most important element of writing a good letter is your ability to identify and write to your
audience. If you are addressing your letter to the department of human resources, avoid using
highly technical terms that only engineers would understand, even if your letter is addressed to
an engineering company, chances are that the personnel in human resources do not have an
engineering background.

The next element is that you make sure you present your objective in a clear and concise manner.
Do not be vague about your objective; most people will not have the patience to sit there and
guess at the meaning of your letter or the time to read a long-winded letter, just get to the point
without going into unnecessary details. Another important element to remember is to remain
professional. Even if you are writing a complaint letter, remain polite and courteous, simply state
the problem(s) along with any other relevant information and be sure to avoid threats and
slander.
Sample Business Letter

Mrs. Clara Winters --------Return Address

12187 S. Polo Dr.
Fairfax, VA 22030
May 26, 1998 -------- Date

The Tiny Tots Toy Company -------- Inside Address

15456 Pyramid Way
College Park, FL 33133

Dear Customer Service Representative: -------- Salutation

I recently purchased one of your Tiny Tents (Model # 47485) for my three-year old.
Unfortunately, after viewing the components that came with the product, I discovered that four
of the parts were missing. In addition, the instructions that came with the tent are incomplete.
Both of these situations have resulted in the tent remaining unassembled and unacceptable as a
toy for my daughter.

I am writing to request replacements for the missing parts, and a copy of the full set of assembly
directions for the model I purchased. If reasonable arrangements are not made within ten
business days, I will return the tent to the store I purchased it from and expect a full refund. To
assist you in processing my request, I am including a copy of my sales receipt and a list of the
missing parts. I have purchased other toys manufactured by your company in the past, and have
always been impressed with the quality and satisfaction Tiny Tots has made available to its
customers. I sincerely hope this is a one-time incident, and that any future purchases I make will
live up to the standard my family has come to expect from your company.

Sincerely, -------- Closing

Signature

Clara Winters -------- Typed Name and Position

Enclosures: 2 -------- Abbreviations

Legend:

1. Return Address: If your stationery has a letterhead, skip this. Otherwise, type your name,
address and optionally, phone number. These days, it is common to also include an email
address.

2. Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If
there is no letterhead, type it where shown.

3. Reference Line: If the recipient specifically requests information, such as a job reference or
invoice number, type it on one or two lines, immediately below the Date (2). If you are replying
to a letter, refer to it here. For example,

“Re: Job # 625-01

“Re: Your letter dated 1/1/200x.

4. Special Mailing Notations: Type in all uppercase characters, if appropriate.

Examples include

“SPECIAL DELIVERY

“CERTIFIED MAIL

“AIRMAIL

5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to
include a notation on private correspondence, such as a resignation letter. Include the same on
the envelope. Examples are

“PERSONAL
“CONFIDENTIAL

6. Inside Address: Type the name and address of the person and/or company to whom you are
sending the letter, three to eight lines below the last component you typed. Four lines are
standard. If you type an Attention Line (7), skip the person's name here. Do the same on the
envelope.

7. Attention Line: Type the name of the person to whom you are sending the letter. If you type
the person's name in the Inside Address (6), skip this. Do the same on the envelope.
8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect,
but don't guess spelling or gender. Some common salutations are

• Ladies:
• Gentlemen:
• Dear Sir:
• Dear Sir or Madam:
• Dear [Full Name]:
• To Whom it May Concern:

9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or
centered. Be concise on one line. If you type a Reference Line (3), consider if you really need
this line. While it is not necessary for most employment-related letters, examples are below.

• SUBJECT: RESIGNATION
• LETTER OF REFERENCE
• JOB INQUIRY

10. Body: Type two spaces between sentences. Keep it brief and to the point.

11. Complimentary Close: What you type here depends on the tone and degree of formality.
For example,

• Respectfully yours (very formal)

• Sincerely (typical, less formal)
• Very truly yours (polite, neutral)
• Cordially yours (friendly, informal)

12. Signature Block: Leave four blank lines after the Complimentary Close (11) to sign your
name. Sign your name exactly as you type it below your signature. Title is optional depending on
relevancy and degree of formality. Examples are

• John Doe, Manager

• P. Smith Director, Technical Support
• R. T. Jones - Sr. Field Engineer

13. Identification Initials: If someone typed the letter for you, he or she would typically include
three of your initials in all uppercase characters, then two of his or hers in all lowercase
characters. If you typed your own letter, just skip it since your name is already in the Signature
Block (12). Common styles are below.

• JAD/cm
• JAD:cm
• clm

14. Enclosure Notation: This line tells the reader to look in the envelope for more.
Type the singular for only one enclosure, plural for more. If you do not enclose anything, skip it.
Common styles are below.

• Enclosure
• Enclosures: 3
• Enclosures (3)

15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom
you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the
letter, include them. If you do not copy your letter to anyone, skip it.

Tips:

• Replace the text in brackets [ ] with the component indicated. Don't type the brackets.

• Try to keep your letters to one page, but see page 2 of this sample if you need
continuation pages.

• How many blank lines you add between lines that require more than one, depends
on how much space is available on the page.

• The same goes for margins. One and one-half inch (108 points) for short letters and one inch
(72 points) for longer letters are standard. If there is a letterhead, its position determines the top
margin on page 1.

• If you do not type one of the more formal components, do not leave space for them.
For example, if you don't type the Reference Line (3), Special MailingNotations (4) and On-
Arrival Notations (5), type the Inside Address (6) four lines below the Date (2).
Tips for Writing a Strong Application Letter

Follow these strategies to write a strong letter:

 Get off to a direct start:

In your first paragraph, explain simply why you are writing. Mention the job title and
company name, and also where you came across the job listing. While you can also
briefly mention why you are a strong candidate, this section should be short and to-the-
point.

 Offer something different than what's in your resume:

It is rare to send an application letter without also sending a resume. Your application letter,
therefore, does not have to duplicate your resume. Your language can be a bit more personal than
in resume bullet points — you can tell a narrative about your work experience and career.

 Make a good case.

Your first goal with this letter is to move on to the next step: an interview. Your overarching
goal, of course, is to get a job offer. Use your application letter to further both of these causes.
Offer details about your experience and background that show why you are a good candidate.
How have other jobs prepared you for the position? What would you bring to the position, and to
the company? Use this space to emphasize your strengths.

 Close with all the important details.

Include a thank you at the end of your letter. You can also share your contact informations. If
you would like, mention how you will follow up.

Sample

The following is an example of a letter of application sent with a resume to apply for a job. Use
this example as a guideline when writing your own job application cover letters. Also, see below
for an example a job application letter sent by email and tips for what to include and how to
write a letter to apply for a job.

Your job application letter is an opportunity to highlight your most relevant qualifications and
experiences, enhancing your resume, and increasing your chances of being called for an
interview.
Your letter should detail your specific qualifications for the position and the skills you would
bring to the employer. See below for how to write your application letter.

What to Include in Your Letter

As with all cover letters, the body of this job application letter is divided into three sections: the
introduction, which details why the applicant is writing; the body, which discusses relevant
qualifications; and the closing, which thanks the reader and provides contact information and
follow-up details.

Sample Job Application Letter

John Donaldson
8 Sue Circle
Smithtown, CA 08067
909-555-5555
john.donaldson@emailexample.com

Date

George Gilhooley
XYZ Company
87 Delaware Road
Hatfield, CA 08065

Dear Mr. Gilhooley,

I am writing to apply for the programmer position advertised in the Times Union. As requested, I
am enclosing a completed job application, my certification, my resume, and three references.

The opportunity presented in this listing is very interesting, and I believe that my strong technical
experience and education will make me a very competitive candidate for this position. The key
strengths that I possess for success in this position include:

 I have successfully designed, developed, and supported live use applications

 I strive for continued excellence

 I provide exceptional contributions to customer service for all customers

With a BS degree in Computer Programming, I have a full understanding of the full lifecycle of a
software development project. I also have experience in learning and excelling at new
technologies as needed.

Please see my resume for additional information on my experience.

I can be reached anytime via email at john.donaldson@emailexample.com or my cell phone,
909-555-5555.

Thank you for your time and consideration. I look forward to speaking with you about this
employment opportunity.

Sincerely,

Signature (for hard copy letter)

John Donaldson

Sending an email

If you are sending your cover letter via email, list your name and the job title in the subject
line of the email message. Include your contact information in your email signature, but do not
list the employer's contact information. Skip the date, and start your email message with the
salutation. While completing your email replace sincerely with regards.

Tips for Sending Email Cover Letters

1. Sending Email Cover Letters as Attachments

 If the job posting says to include your cover letter and resume as an attachment, attach
Microsoft Word or Adobe PDF files to your email message. Here is a systematic guide
to sending your resume and cover letter as an attachment.
 Save the files with your name, so they are not mixed up with other applicant's materials
i.e. alikhanresume.doc, alikhancover.doc.

2. Sending Email Cover Letters without Attachments

 Some employers do not accept attachments. In these cases, paste your resume into your
email message.

 Use a simple font and remove the fancy formatting. Do not use HTML. You do not know
what email client the employer is using, so, simple is best because the employer may not
see a formatted message the same way you do.
3. Don't Forget the Details for Your Email Cover Letter

 How to Address an Email Cover Letter: Here is how to address a cover letter sent in an
email message including what to use when you have a contact person and how to address
it if you do not.

 The Subject Line of Your Message:

Make sure you list the position you are applying for in the Subject Line of your email
address, so the employer is clear as to what job you are applying for.

For example: Subject: Alison Doyle, Social Media Manager Position.

 Include Your Signature:

Include a signature with your contact information, including name, address, email
address and telephone number so it is easy for the hiring manager to get in touch with
you.

4. Double-Check Your Letter for Spelling and Grammar

Make sure you spell check and check your grammar and capitalization. They are just as
important in an email cover letter as in paper cover letters.

5. Send a Test Message to Yourself

Send the message to yourself first to test that the formatting and attachments work. If everything
looks good, resend to the employer.

Sample Email Cover Letter

Subject: Administrative Assistant/Receptionist – Roger Smith

Email Message:

Dear Ms. Cole,

I was excited to see your listing for the position of administrative assistant/receptionist at ABC
Market Corp. I believe that my five years of experience in office administration and my passion
for your products make me an ideal candidate for this role.

You specify that you are looking for an administrative assistant with experience scheduling
appointments, maintaining records, ordering supplies, and greeting customers.

I am currently employed as an administrative assistance at XYZ Company, where I have spent

the past five years honing these skills.
I am adept at using all the usual administrative and collaboration software packages, from
Microsoft Office and SharePoint to Google Docs and Drive. I am a fast learner, and flexible,
while always maintaining the good cheer that you’d want from the first person visitors see when
they interact with the company.

I have attached my resume, and will call within the next week to see if we might arrange a time
to speak.

Thank you so much for your time and consideration.

Regards

Roger Smith