Basic Organizational Plan Basic Organizational Plans is used

Basic Organizational Plan

Basic Organizational Plans is used to deliver the effective written business message outside the organization. �Direct (Deductive) Approach �Indirect (Inductive) Approach

Direct (Deductive) Approach

Direct (Deductive) Approach �Direct approach is used for direct request and inform some kind of good news, some favorable replies or neutral messages. In direct approach involve 3 steps 1 st : Best news , main idea 2 nd: Explanation, this explanatory details in in one or several paragraphs. 3 rd: positive friendly ending appreciation, desired further actions.

Example �If organization want to inform MBA( Marketing) student that they accept his request to join as a paid internee position for 3 month of summer.

�This is Direct approach and will start the message from good news. � 1)with pleasure I accept your offer to join XYZ company as a paid internee……………. � 2)according to our telephone conversation the detailed of the position include a salary of 10, 000 for the period ………………… � 3) Hope , we will enjoy this time period.

Indirect (Inductive) Approach

Indirect (Inductive) Approach �Indirect approach is used for persuasive requests and informing about bad news ü Convey the bad-news without hurting the reader’s feelings ü Help reader know the decision of firm with not spoil goodwill of organization.

� Indirect approach involve 4 steps: 1 st : Buffer ( pleasant or neutral statements-just to attract the reader. 2 nd: Explanation-with necessary details , detailed description , favorable and unfavorable facts 3 rd: Decision-some kind of suggestion to improve or final future actions. 4 rth: positive close- Invitation to future action. Willingness to help further. Dated action when desirable.

Example If xyz company want to inform the manager of ABC Company that they refused to accept a returned material.

1): To please our customer its best choice, or Thank u so much for writing us or explaining your wishes about…………………… 2): To maintain the high standard of our customer………………. our examination of the material , we find some damage on material………………. .

3): As stated in terms and policies…………………. . Its unacceptable for us. 4): Please check and mailed your preferences. your payment/design/ is perfect/suitable but it should………we wish you success in …………. .

Business Letters

Business Letters �The business letter is the basic means of communication between two companies. �Letters are the documents sent to people outside your company. Letters are usually put on high-quality paper, rather than copy paper, and are carefully read before send to avoid even the smallest mistake.

Standard parts of business letter �Heading/letterhead �Date �Inside Address �Salutation �Body �Complimentary Close �Signature

OPTIONAL PARTS: �In addition to the above-mentioned essential parts of a business letter, the following optional parts may also be included when appropriate. � Enclosure notation should be put directly below the initials as follows: Enclosures or Blank Form � Attention line considered part of the inside address, directing a letter to a particular person or department, is usually placed between he inside address and the salutation.

Stationary �If it will be E-mail , the it will eliminating the need for stationary. �If it need print then used computer paper. �Envelop. �Stamp + address.

� Memo’s

�Memo” is short for memorandum, which refers to a reminder or a notification of an important item. Memos are often sent to notify staff members about a meeting or new policy the company feels is important enough to inform them. Memos are often with less attention to structure, formatting, grammar and quality of paper.

Parts of Memo’s �Heading �Subject line �Discussion/body �Closing

�TO: (readers' names and job titles) FROM: (your name and job title) DATE: (Month day, year) SUBJECT: (what the memo is about, highlighted in some way)

Sample Memo to Business To: Employees of Wally’s Widgets �From: Casey Smith, Manager of Greg’s Gadgets �Date: April 20, 2015 �Subject: New location! �Dear X, �…………………………………………. �Best, �Casey