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Planning steps for writing Business letter

Planning steps for writing Business letter. Presented To: Mam Shumaila Abbasi Presented By: Neelam Javed Tayyaba Kiran Sidra Tanzeel Rabia Aziz. What is Business Letter?.

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Planning steps for writing Business letter

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  1. Planning steps for writing Business letter Presented To: Mam Shumaila Abbasi Presented By: Neelam Javed Tayyaba Kiran Sidra Tanzeel Rabia Aziz

  2. What is Business Letter? The medium often used to communicate outside the organization.

  3. Why to write a planned Business letter? Business letters serves as an external communication tools. The target of writing business letter is to achieve the ultimate goal. To get the desired result.A useless plan can fail the business.

  4. Planing steps for writing Business letter 1. Identify your audience. 2. Know your purpose. 3. Analyze the receiver/situation. 4. Gather ideas. 5. Research the topic. 6. Organize your points logically.

  5. Identify your audience Identifying your audience always comes first. Numbers of receiver? Is receiver is known to you or not? These kind of question will let you know, how formal your letters need to be? It is very important to adapt your message according to receivers view mental filter Needs, culture, Person’s educational level attitude.

  6. Know your purpose The main reason for the letter should be understood from the subject line and first few sentences. You may cover more than one thing in one business letter, but there will almost always be a general reason for the letter. Is it informational, persuasive, or you are trying to negotiate. Identify your main goal and what you hope to accomplish. Follow these steps: Make a list of the topics list key words Review each topic Cut out which are irrelevant Sort the information

  7. Analyze the receiver/situation Receiver is analyzed through message i.e; to select language Situation is analyzed to select the medium i.e; ordinary situation Emergent situation

  8. Gather ideas Previous information Brain storming Gather any dates addresses names prices times other information

  9. Research the Topic You must determine whether you need specific facts, figures, quotations or something else to support your points and search for them. confirm the existing data i.e; check accuracy and correction of the data Find something new so that there it may attract the receiver.

  10. Organize your point logically Think about how you would organize your thoughts. First you would introduce yourself. Second you would state your concern or reason for writing. After the main content of your letter you would include information on how you can be contacted. The end of the letter is also a place to express gratitude, wish good luck, or offer sympathy.

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