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Direct Request Letters Part 3-Communication Skills-Lecture Handout, Exercises of Communication and Presentation Skills

Communication is a process, which involves sharing of information between people through a continuous activity of speaking, listening, and understanding. Communication is important factor in business management. This lecture includes: Direct, Request, Name, Group, Date, Amount, Communication, Skill, Arrangment, Information, Remark, Audience

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Communication Skills MCM 301 VU
© Copyright Virtual University of Pakistan
145
Lesson 35
Direct-Request Letters
5. Letters of invitation
Letters of invitation include speaking invitations as well as informal and formal social invitations.
Speaking invitation
When writing a letter inviting someone to make a presentation, the inclusion of vital information about
the event will help prevent inconvenience or misunderstanding.
Important details to include in the letter of invitation are:
1. Name of the group before which the presentation will be made;
2. A few characteristics about the group to help the speaker tailor his/her remarks to the audience;
1. The desired length of the presentation;
4. The topic of the presentation;
3. The date, time, and the location;
4. Any transportation and/or lodging arrangements;
7. Amount of honorarium, if one is being given.
An effective example of speaking-invitation letter is as follows:
As Secretary General of the All- Pak Students Conference, I cordially invite you to speak on conflict
management at one of the morning sessions on Jan. 15, 2006. The Conference will be held at the X-hotel
in Lahore. (An opening that contains the invitation and that presents important details about the
event)
I had the honor of listening to your speech on the above subject delivered at the Punjab University last
year, which was well received by the students. I believe it would be appropriate if the students are
reminded once again of the importance of conflict management that is the root cause of many ills in our
society. (A section that contains you-attitude material)
The participants of the above Conference will comprise of graduate and postgraduate students coming
from all over Pakistan, faculty members from all academic institutions, a few high government. officials
and invitees from private corporations. (A section that contains a discussion of the characteristics of the
audience)
If you are able to make a presentation at our Conference, please select whichever of the following
sessions times best suits your availability on the morning of January 15; 9:30-10:15, 10:30-11:15, or
11:30-12:15. (A section that invites the reader to select the time of the presentation)
As a token of our appreciation for your participation, we will give you an honorarium of Rs. 5,000. We
would also like you to be our guest at the lunch, which begins at 12:30 on the 15th.
(A discussion of the reimbursement to be offered)
Because the Organizing Committee wants to finalize the program soon, could you please let me know
your decision by October 25? (An action-oriented closing)
Social-invitation letters
Most social invitation letters are considered informal. When more formality is needed, a formal invitation,
either printed or handwritten should be considered.
Printed formal invitation is illustrated below:
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Lesson 35

Direct-Request Letters

5. Letters of invitation

Letters of invitation include speaking invitations as well as informal and formal social invitations.

Speaking invitation

When writing a letter inviting someone to make a presentation, the inclusion of vital information about

the event will help prevent inconvenience or misunderstanding.

Important details to include in the letter of invitation are:

  1. Name of the group before which the presentation will be made; 2. A few characteristics about the group to help the speaker tailor his/her remarks to the audience; 1. The desired length of the presentation;
  2. The topic of the presentation;
  3. The date, time, and the location; 4. Any transportation and/or lodging arrangements;
  4. Amount of honorarium, if one is being given.

An effective example of speaking-invitation letter is as follows:

As Secretary General of the All- Pak Students Conference, I cordially invite you to speak on conflict

management at one of the morning sessions on Jan. 15, 2006. The Conference will be held at the X-hotel

in Lahore. ( An opening that contains the invitation and that presents important details about the

event )

I had the honor of listening to your speech on the above subject delivered at the Punjab University last

year, which was well received by the students. I believe it would be appropriate if the students are

reminded once again of the importance of conflict management that is the root cause of many ills in our

society. ( A section that contains you-attitude material)

The participants of the above Conference will comprise of graduate and postgraduate students coming

from all over Pakistan, faculty members from all academic institutions, a few high government. officials

and invitees from private corporations. ( A section that contains a discussion of the characteristics of the

audience )

If you are able to make a presentation at our Conference, please select whichever of the following

sessions times best suits your availability on the morning of January 15; 9:30- 10 :15, 10:30-11:15, or

11:30-12:15. ( A section that invites the reader to select the time of the presentation )

As a token of our appreciation for your participation, we will give you an honorarium of Rs. 5,000. We

would also like you to be our guest at the lunch, which begins at 12:30 on the 15

th .

( A discussion of the reimbursement to be offered )

Because the Organizing Committee wants to finalize the program soon, could you please let me know

your decision by October 25? ( An action-oriented closing )

Social-invitation letters

Most social invitation letters are considered informal. When more formality is needed, a formal invitation,

either printed or handwritten should be considered.

Printed formal invitation is illustrated below:

Mr. M. Nazim

requests the pleasure of your company

at a dinner

in the honor of

Dr. A.U. Rehman

on Friday, the twenty-first of December

at seven o’clock

in the Blue Room

SB-Hotel, Lahore

R.S.V.P.

5867… Black Tie

Effective social-invitation letter is illustrated below:

Please join us at a luncheon on Dec. 21 to celebrate Mr. Rehman’s tenth year as the Rector of the

University. This important event, which begins at 12:30, will be held at the Blue Restaurant on Hali Road

in Lahore.

( A fast-start that presents the invitation and that contains important

information about the event to which the reader is being invited )

In addition to the University’s staff, a few of the senior academicians are also being invited. If you wish,

you will have an opportunity to join others in making a public tribute to recognize Mr. Rehman’s

significant accomplishments during his attachment with the University. ( A section that presents

a discussion of the important information )

Please let me know by Dec. 10 if you will be able to attend the celebration and if you wish to deliver a

tribute. ( An action-oriented closing )

6. Reservation letters

Provide all information, like: type of room needed (single, double, suite); number of persons to occupy

the room; arrival and departure date and time, and a request for confirmation.

For putting this information, follow the plan like:

1.A fast-start opening which identifies the type of room desired and the days needed;

2.A section which mentions arrival and departure times;

3.A courteous, action-oriented closing, which mentions your desire for a confirmation.

The example below illustrates an effective reservation letter. Notice that all of the important elements are

included.

I will appreciate if you please reserve two double beds for the nights of Sept 20 and Sept 21. The

reservations are for my wife and two sons (age 6 and 4)

We will be arriving in Islamabad by PK-346 on Sept 20 and departing early on the 22

nd .

Please send me the confirmation of our reservation within a week so that we could finalize our visit.

7. Letters requesting favors

When a favor is requested, the writer has a special reason for expressing his/her ideas tactfully and

courteously as well as persuasively.

The individual requesting for a favor should first ask two questions

1.Have I sufficient reason for making this request?

2.Am I asking a favor of a person reasonably expected to be willing to grant the favor?