Writing for Business E-mails,

Letters, Reports, SOPs, Meeting

Documents etc

4-Point Plan
Introduction (Background &
Basics)
Details (Facts & Figures)
Response or Action
(Conclusion)
Close (A Simple OneLiner)

Examples
Introduction

Thank you for your letter of

It was good to meet you again at last
weeks conference
Avoid starting letters with Further to

Details
All the information that the recipient
should know with respect to the
subject

Examples
Conclusion

(Action or Response)

state action expected from recipient

State action you will take as result of details

provided
Please let me have complete details of the costs
involved together with some sample menus.
Close
Simple one-line closing sentence relevant to

content of the message

I look forward to meeting you soon.
A prompt reply would be appreciated
Avoid participial endings looking forward

Checklist
Core:

Well-structured business document

Subject heading main gist of message
Refer to previous letter, contact, document
Compose central section in logical sequence
Separate message into paragraphs
Conclude with action expected from reader
One-liner close, relevant to the situation
Proofread structure, language, content
You attitude read final message as if you
are the reader

7 Deadly Sins With EMail

Bounced messages error in address
ii. Messages sent in a hurry you wish you could
backtrack
iii. Frequent interruptions with constant flow of emails
iv. Messages sent via e-mail when a telephone call
would have been better
v. No housekeeping
vi. Private/confidential messages via e-mail,
regretted
vii. Messages without greeting, sign-off, grammar,
spelling, punctuation check
i.

Important Checks for Emails

Time

& Date
Subject Line SMART
Greeting and Sign-off
Formatting Use paragraphs, blank
space
Clarity of Message Compose, proofread, check from readers viewpoint
Response Guide Reader about
expected Response for the right Result

Important Checks for Emails

Tone

Choosing the right words to

strike the right tone
To Those directly connected, will
take action
CC only to people who need to be in
the know, know each other and do
not mind their e-mail ids being shared
BCC When contacts are not known
to each other

Avoid Avoid

sloppiness language, hurried

messages show lack of concern
In case of prolonged exchanges, use
the phone
Avoid any formatting like using
bold font, different font size,
embedded images
Attachments without prior
information ask if they can receive
large files as office mailboxes have

Reports
Use

sub-headings to organise report into

sections
Sections

Title/Title page
Table of Contents
Abstract formal reports
Introduction
Discussion
Summary & Conclusions
Recommendations
Appendix

Internet Presence - Websites

1. Visibility

1.Listings on search engines

2.Link-ups with other sites with similar audiences
3.Press release announcing your website in local
and national press and also trade-specific
publications
2. Ensure

visual appeal
1.Browser good first impression
2.Package information

3. Simple

site navigation

Internet Presence
-Websites
1. Extras

1. Links to relevant articles

2. FAQs
3. Contact information and

comments
4. Freebies
2. Transparency

and Approachability

Meetings
Documentation
Preparatory Documents1. Notice
2. Agenda

Note: Important to ensure all members

have information about discussion points
so they come with necessary
preparations

Meeting Documents
Post

Meeting -Minutes of Meeting

Types

of Minutes

Verbatim
Minutes of resolution
Minutes of narration

Personnel

Job Applications
Resumes Functional,

Chronological,

Video etc.
References
Relevant Documents
Objective for all kinds of writing
Making meaning

THANK
YOU

 Colours

& Communication
Blue loyalty wear blue for
interviews
Yellow flowers on the desk
energizes, motivation