![Page 1: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/1.jpg)
Lecture 07
Writing Practice
![Page 2: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/2.jpg)
Letter Writing
Clear Concise Correct Courteous Conversational Convincing Complete
![Page 3: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/3.jpg)
Effective letter writing boils down to knowing why you are writing a letter, understanding your reader's needs and then clearly writing what you need to say. Every letter should be clear, human, helpful and as friendly as the topic allows. The best letters have a conversational tone and read as if you were talking to your reader. In brief then, discover the Seven-Cs of letter writing. You should be
![Page 4: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/4.jpg)
Putting your reader first
For all writers the most important people are their readers. If you keep your readers in mind when you write, it will help you use the right tone, appropriate language and include the right amount of detail.
![Page 5: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/5.jpg)
Ask questions to get a clear picture of your readers.
Who are my readers?
What do they already know about the subject?
What do they need to know?
Will they understand technical terms?
What information do they want?
What do I want them to do?
![Page 6: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/6.jpg)
Keeping your business plan to the point
Make a list of the topics you want to cover but don't worry about the order.
Under each topic, list key words, examples, arguments and facts.
Review each topic in your outline for relevance to your aim and audience.
Cut out anything that's not relevant to your aim or audience.
Sort the information into the best order for your readers.
![Page 7: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/7.jpg)
Getting the right tone to your business letter
Use Contractions Use Personal References
So instead of writing: Our address records have been amended ... write We’ve changed your address in our records ... Instead of writing: The company policy is ... write Our policy is ...
![Page 8: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/8.jpg)
Use Direct Questions
Original: We would appreciate your advising us whether you want to continue this account or transfer it.
Redraft: Do you want to continue your account or transfer it?
Original: Please inform us whether payment against these receipts will be in order.
Redraft: Can we pay against these receipts?
![Page 9: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/9.jpg)
Writing your business plan in plain English
Use active verbs rather than passive verbs Passive: It was agreed by the committee...
Active: The committee agreed... Passive: At the last meeting a report was made by the
Secretary...Active: At the last meeting the Secretary reported...
Passive: This form should be signed and should be returned to me.Active: You should sign the form and return it to me.
![Page 10: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/10.jpg)
Keep your sentence average length low
I refer to my letter of 13th June and am writing to advise you that if we do not receive your completed application form within the next fourteen days, I shall have no alternative but to arrange property insurance on the bank's block policy.
(One Sentence—45 words)
![Page 11: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/11.jpg)
Shorter Sentences
I have not yet received your reply to my letter of 13th June. If we do not receive your completed application form within fourteen days, I shall have to arrange property insurance on the bank's block policy.
(Two sentences—13 words and 24 words)
![Page 12: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/12.jpg)
Use simple words rather than complex ones
As we noted in the preceding section, if you purchased additional printer options, such as a second printer tray, it is a requirement you verify its correct installation.
![Page 13: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/13.jpg)
Simple words
As we noted in the previous section, if you bought extra printer equipment, such as a second printer tray, you must check you install it correctly
![Page 14: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/14.jpg)
Edit wordy phrases
at a later date later at the present time now for the purpose of for have no alternative but must
![Page 15: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/15.jpg)
Avoid jargon and technical terms
Avoid abbreviations
![Page 16: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/16.jpg)
Writing powerful headings for your business letters
Banking code outlaws obsolescence for savings accounts Electronic banker offers taste of the future Euro-fish out of its depth FT-SE falls on foreign woes Kingfisher flies in the face of retail gloom Masters sells pub chain Whitbread stops 5,000-job plan
![Page 17: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/17.jpg)
Conti---
Why Have an Annual Review? Why Invest Your Lump Sum? Are You Paying Too Much Tax?
![Page 18: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/18.jpg)
Writing a strong opening to your business letter
Thank you for your letter of 8th March 1998, which has been passed to me for my attention.
I refer to previous correspondence in respect of the above and note that to date we have not received your cheque for the outstanding arrears.
I write with reference to our telephone conversation yesterday regarding the above matter
![Page 19: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/19.jpg)
conti
answer a question ask a question explain an action taken express pleasure or regret give information
![Page 20: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/20.jpg)
standard phrases
Further to my recent I am writing I refer to my letter dated I refer to previous correspondence I write in reference to In respect of the above Recent correspondence Regarding With reference to With regards to
![Page 21: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/21.jpg)
Writing a strong close to your business letter
I would again apologise for the delay in replying and I trust that this has clarified the points you have raised, however, if you wish to discuss any points I have not clarified, or need any further information, you may wish to telephone or contact me accordingly.
I look forward to hearing from you and in the meantime, should you have any queries, please do not hesitate to contact me.
I regret that I cannot be of more assistance in this matter, and should you have any further queries, please do not hesitate to contact me.
![Page 22: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/22.jpg)
overused business phrases
Thanking you for your... Hoping for a prompt reply... Thanking you in advance for your assistance... Trusting this answers your questions... Please do not hesitate to contact me I trust this clarifies the situation
![Page 23: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/23.jpg)
Conti--
according to our records • on receipt of • after careful consideration • please do not hesitate to• any further action • please find enclosed • as you are aware • please forward• at your earliest convenience • trust this is satisfactory • detailed information• under separate cover• enclosed for your information • upon receipt of • for your convenience • urgent attention• further to • we acknowledge receipt • in receipt of • we regret to advise
![Page 24: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/24.jpg)
Original:We trust this is satisfactory, but should you have any further questions please do not hesitate to contact us.
Redraft:We hope you are happy with this arrangement but if you have any questions, please contact us.
Original: Further to your recent communication. Please find enclosed the requested quotation…
Redraft: Thank you for contacting us. I enclose the quotation you asked for…
Hackneyed business phrases ruin a clear natural style; so avoid using them and choose your own words instead.
![Page 25: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/25.jpg)
Business letter writing checklist
Keep it Short Cut needless words and needless information. Cut stale phrases and redundant statements. Cut the first paragraph if it refers to previous correspondence. Cut the last paragraph if it asks for future correspondence.
![Page 26: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/26.jpg)
Keep it Simple
Use familiar words, short sentences and short paragraphs. Keep your subject matter as simple as possible. Keep related information together. Use a conversational style.
![Page 27: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/27.jpg)
Keep it Strong
Answer the reader's question in the first paragraph. Give your answer and then explain why. Use concrete words and examples. Keep to the subject.
![Page 28: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/28.jpg)
Keep it Sincere
Answer promptly. Be human and as friendly as possible. Write as if you were talking to your reader.
![Page 29: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/29.jpg)
Website
http://www.business-letter-writing.com/writing-a-business-letter-examples/business-letter-checklist.html
![Page 30: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/30.jpg)
What interests or motivates them?
What prejudices do they have?
What worries or reassures them?
What will persuade them to my view?
What other arguments do I need to present?
How are they likely to react to what I say? If you imagine yourself in your reader's position, you're more likely
to write a good letter.
![Page 31: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/31.jpg)
Lecture 08 Buyers and Buying Houses
Textile and Clothing Buyers A trading firms which imports textile or clothing
from manufacturers, mainly from foreign countries:
Like: Chaps, Tommy Hill figure, Levies, Gap, American Eagle, Marks and Spenser etc
Mainly Two strategies of goods buying: Direct buying Through any buying house or buying
representative
![Page 32: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/32.jpg)
Direct Buying
By establishing firms own office in suppliers country
Showing faith on supplier and send some one to inspect the goods
Advantages: Saving of commission Direct approach with the supplier Strong quality control
![Page 33: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/33.jpg)
Disadvantages:
Vertical integration More managerial load Limited access to the market
![Page 34: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/34.jpg)
Indirect Buying
Through buying house/buying agent: Advantages:
More access to the market Buying agent tries to have lowest price Quick response to buyer and supplier Strict quality control
![Page 35: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/35.jpg)
Disadvantages
Some time high cost Wrong approvals by agent Price difference due to the ignorance of the
buyer Conflict between supplier and agent creates
problem for buyer
![Page 36: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/36.jpg)
![Page 37: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/37.jpg)
Supply Chain
Manufacturer Buying house Buyer Retailer
For better performance, there is a need that this supply chain should be seamless.
![Page 38: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/38.jpg)
Practice in Pakistan garment market
Small firms prefer to work direct with small buyer
Big firms prefer to work through buying houses
![Page 39: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/39.jpg)
Lecture 9 Enquiries and their response Clothing Enquiries
Marketing people of any trading firms plans to sell a certain product after thorough research and then the products details are forwarded to purchase department to finalize suppliers and to make a final deal related to price, delivery dates etc
![Page 40: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/40.jpg)
Garment or Clothing Enquiry
Called: Package Product details Enquiry
![Page 41: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/41.jpg)
What should be in the enquiry?
All garment details Quantity Delivery period Payment terms
![Page 42: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/42.jpg)
Garment Details
Sketch Sizes Fabric construction Accessories details (labels, zip, buttons etc) Affects (wash etc) Embroidery/ printing details Any other special instructions
![Page 43: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/43.jpg)
Packing Details
Poly bag sizes , Hanger pack, single piece pack, blister
packing etc Carton sizes and printing on cartons Number of pieces in one carton Ratio in one carton By air by sea details, ship dates etc
![Page 44: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/44.jpg)
Inspection Certificate
Who will inspect the goods and who will issue inspection certificate
Any other special instruction
![Page 45: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/45.jpg)
Prices
Final price with commission or without commission Landed cost included or not Payment procedure
Against LC Delivery against payment Cash against documents Deferred payment Advance payment
![Page 46: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/46.jpg)
Considerations in order booking
![Page 47: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/47.jpg)
Space available for production
Over booking and under booking both are not required
Over booking means that you will not be able to fulfill your commitments
Under booking means loss of factory 90-95 % booking is recommended
![Page 48: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/48.jpg)
Production Capacity
Based upon: Styles, Raw material availability Workers motivation level Commitment from owners Financial situation Management style
![Page 49: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/49.jpg)
Pressure for over booking
From buyers From owners Threat of low placement in future To meet the OH To have more profit
![Page 50: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/50.jpg)
Be careful:
Hunger and over eating both take you to emergency treatment
![Page 51: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/51.jpg)
Price
Pricing is a complete philosophy It is an art rather than science It depends upon many factors To straight rules and regulation Be vigilant in pricing Over and under pricing both are unwanted,
both have advantages and disadvantages
![Page 52: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/52.jpg)
Product
Every product has its own complications You can not make every thing You need certain inputs for a certain product Do not over estimate you production system Sampling or small scale production is much
easy that than bulk
![Page 53: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/53.jpg)
Product Evaluation
Make sure that: Raw material is available Require machines are available Required skilled workers are there Logistics issues are known Required amount is available Tax and duty problems are known
![Page 54: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/54.jpg)
Customer Attitude
Most important: Worth of customer Style of customer System of customer Financial position of customer Quality level of customer Payment schedule of customer
![Page 55: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/55.jpg)
Finally:
Do not book order: If you are greedy If you are under threat If saving is very low If loss on paper If there is a high probability of
Loss Late delivery Air shipment Quality issues
![Page 56: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/56.jpg)
Maturity is achieved when a person postpones immediate pleasures for long-term values.
-- Joshua L. Liebman
![Page 57: Lecture 07 Writing Practice. Letter Writing Clear Concise Correct Courteous Conversational Convincing Complete](https://reader036.vdocuments.mx/reader036/viewer/2022062322/56649ec45503460f94bcecca/html5/thumbnails/57.jpg)