1.

Cover letter
Mebin Dominic
XYZ Enterprises
Ranchi - 769008

18 September 2019

Mr. Ram Murmu

Head - Training and Development
ABC Limited
Ranchi - 769008

Dear Sir

REQUEST FOR ORGANIZATION OF BUSINESS WRITING WORKSHOP

I wish to offer you the services of XYZ Enterprises to organize a Business Writing Workshop at your
organization to improve general business correspondence practices.

It is a common problem in organizations that while newly recruited employees are proficient in
their speaking skills, they generally lack the finesse and technique required in business
correspondence. XYZ Enterprises is an organization that provides training in Business Writing.

We would thus like to propose that we conduct 2 day workshop for employees of your
organization. The workshop will take place for a period of 5 hours per day, at a nominal rate of Rs
5000/- per employee per day. We would cover the topics through 10 different modules. These will
be in the format of business proposals, email writing, memo writing, routine messages, motivating
messages and bad news messages. We would have both theoretical and practical sessions on the
same, with real life examples of good and bad writings being sampled and analysed by the
employees.

I sincerely hope that you will understand the importance of business writing and earnestly consider
our proposal.

Yours truly

Mebin Dominic
CEO, XYZ Enterprises.

1
 2. Title Page

From
Mebin Dominic
XYZ Enterprises
Ranchi - 769008

18 September 2019

To
Mr. Ram Murmu
Head - Training and Development
ABC Limited
Ranchi - 769008

Art of Effective Writing

Workshop on Effective Written communication.

2
 3. Table of contents

Serial Number Content Page Number

1 Cover letter 1

2 Title Page 2

3 Table of contents 3

4 Executive Summary 4

5 Diagnostic analysis 5

6 Solution 6

7 Terms 9

8 Profiles 10

9 Appendices 11

3
 4. Executive Summary

ABC Enterprises is a company that was set up in 2012 in Ranchi. It specializes in conducting
workshops and trainings on various matters related to business communications and business
etiquette. We specialize in our 2-day 10-module course, and have conducted the same in various
companies pan India in the last 7 years. Our research and development has seen a clear reduction
in HR manpower.

Considering the clearly evident lack of training in business formal writing education in newly joined
employees, we would like to suggest that you allow us to conduct a training workshop on 19th May
2019 which shall be for all students, but simultaneously, shall pique their interest as well.

In every reading it's very important to keep the reader engaged. The limitation of expressing the
tone and emotion through writing, can only be resolved through effective and structured writing.

4
 5. Diagnostic Analysis
It has been observed during the past few months, that the newly recruited executives though fluent
in speaking skills, lack proficiency in written abilities. These stem from the observation, that while
selecting the recruits, proper screening was not conducted to test their writing skills. Although
aspects such as speaking skills and collaborating mindset are kept in mind while selecting, it is
imperative that we also conduct screening rounds with writing exercises.

This year has seen around 500+ new recruits and while over 200 has been to the executive
positions, the deficiency in writing has been brought to attention because of the deteriorating
quality of written documents that are circulated around such as weekly updates, reports, business
letters and proposals.

To quantify the impact of this problem, one needs to look at the number of proposals that the
organization has been able to convert/secure from other clients. Although the team at Reliance
had vigorously pursued more than 75 proposals in past six months, they have received replies from
only 25-30. The written documents that are circulated to the clients become the basis for how the
client perceives competency of the company. Any sub-standard document that goes out reflects
the level of expertise the employees have. They also represent the organization to the media and
the outside world. If this trend continues, it is going to take a hit at the revenue numbers as well
and the business relationships the organization has with clients and brand image.

The feedback from the managers across the organization also gives us a glimpse of the effects of
the current situation. It was in fact a matter of concern during the last All Manager’s Meet were
dissatisfaction from clients on the written communication of new recruits handling projects were
discussed along with what approach we could take to train new recruits. But there has been no
solid action plan for the same and no action taken there afterwards. This proposal aims to provide
a good picture of the ground reality, the implications it can have on business and the effective
methodology to address the issue.

5
 6. Solution:
The most business people struggle to convey their ideas through written text effectively. There
must be some techniques to help you or your team to develop professional communication skills.
The most important skills for personal and organizational success is business writing. The secret to
being a great professional writer is the ability to refine complex ideas and express them concisely.
So, we conduct a planned business writing course split up in an organised way by 10 modules as
follows:

Module 1: An Introduction and Self-Assessment

The module outlines the necessary foundation for writing better content and process focused on
how to write efficiently by targeting a reader, and elicit a positive business response from the
documents. Then, next part is practice and feedback. Enthusiasts finishes their writing assignments
and receive award from winning instructor with feedback followed by addressing on language and
style of content by assessing on factors like brevity, individual grammar review, language flow,
format, clarity, etc.

Module 2: The 6-Steps to Effective Business Writing

Learning the step-by-step process to write more effectively. After this module, we will be able to
synthesize complex technical concepts clearly, and convey them through written text. We will be
able to organize better and help the reader respond accurately. The ability to communicate
complex information logically is a huge competitive advantage by teaching how to avoid writer's
block, write faster, and reduce errors.

Module 3: Importance of Organization

Learn how to organize the documents for clarity. Nothing is worse than getting a document that is
difficult to understand due to poor organization. This module includes tips and tricks on organizing
from start to end of the document and easily accessible to scan.

Module 4: Internal Documents

Learn how to highlight the persuasive internal documents. Good communication skills inside your
organization can persuade and result in fewer meetings, higher productivity, and no confusions.

Module 5: Letters and External Documents

Learn best practices when presenting to external stakeholders. A writing mistake to a team
member may be overlooked, but we can have absurdity that it will be considered by a new
customer, supplier, or regulator. It is crucial that we can communicate professionally with external
stakeholders. It helps in getting averse with tips such as what to avoid when writing by following a
process in risk assessment reports too.

6
Module 6: Email Use and Structuring properly

Email now accounts for over 25% of our time in the workplace according to a study from McKinsey
Global. In this module, techniques how to save time and better manage high email volume is taken
into consideration. Also, how to structure and write emails that get better and positive results will
be prioritised.

Module 7: Structure and Strategy for Reports

Report writing can be a daunting task if not strategized effectively. The overview of the
components for a report and tips to write more clearly will be discussed. We will learn how to
drastically improve your report effectiveness by learning how to write a comprehensive executive
summary for time efficiency.

Module 8: Organization and Presentation

In this module, the best tips for organizing and presenting information will be shared. Clear writing
ensures the reader understands your main points. Also, including how to format documents
depending on their purpose. This will guarantee the work looks complete and professional and
engaging for the reader.

Module 9: Clarity and Word Choice

Finding the right words to convey the message can be difficult. In this module, it focuses on
improving clarity through word choice. This will help to eliminate unnecessary jargon and bloat.
Adding value on how to choose language that is focused on achieving the goals of the document.

Module 10: Style and Tone

Style and tone may change depending on the type of document we are writing. An external letter
or report is unique from the internal memo or email. In this section, we will focus on how to convey
confidence in a polite tone. Your tone is a reflection of you as a writer and affects how your reader
will receive the information.

After effective and efficient utilisation of such opportunity, we can write any document at work
confidently by acquiring the knowledge of optimal business writing process. We tend to spend 30%
less time on each document; plan, draft and edit important documents including memos, business
letters, reports, and email. Also, we tend to write with purpose, so there is no doubt what the
reader's next action should be with quick generation and organising of ideas.

7
Hence, Udemy of Business rightly said - “When we know what steps to take, we don’t have to
reinvent the wheel every single time we write by using 3P’s writing process as planning, producing
and polishing. ”

8
 7. Terms

1. The workshop we provide is a very personalized and customized one.

2. The duration of the workshop, logistics, personnel and everything is tailor made for our clients.
Being associated with your organization for so many years now , we have come up with a plan
which will be best suited for a dynamic organization like yours.
3. Given the busy schedule and stringent deadlines of your executives, we want to provide a ten
day workshop spread across two weeks.
4. We generally charge on the basis of head count of executives attempting such workshops.
However, in lieu of our strong association with your organization, we want maximum number of
employees attending the session and thus the organization benefiting on the whole. So we have
come up with a lump sum amount for the same.
5. As per our prior discussion, considering around 200 people attending the workshop and our
normal charges per executive per day being INR 500 , it comes around 10 lakhs overall for 10 such
sessions. However, like I said , we value our association with your company. And so we have come
up with a special discounted lump sum price of INR 7,00,000 for the whole workshop.
6. As per your convenience we have decided on accepting the payment in parts with 75% being paid
in advance at the time of signing the contract and the remaining after the completion of the
workshop.
7. We will be glad to discuss in detail about this at your convenience

9
 8. Profiles

Our organization continuously striving to impart best possible communication skills to various
domains employees. We have been training employees and executives from last 15 years
successfully. In our experience, we have worked with different organizations ranging from big
media houses like The Hindu to the business entities like IBM. For our efforts, our organization
received 8 best oral and written communication trainer awards so far.

Our organization have the best qualified people in the market to provide the most appropriate
solutions to our clients.

We have a team of 3 trainers, who are adept at written communication skills.

Shaik Inthiyaz: Expert at imparting objective oriented email and letter writing skills. He is a star
employee of our organization. He is an English graduate from University of California

Mebin Dominic: Expert at Grammar and an editor with 10 years of work experience in the field.

Previously worked for The Hindu as top rated editor. Graduated with a degree in English from
Harvard University

Hemanth Sidhu: Expert at English vocabulary, Best compiler. He graduated from MIT.

He is renowned story and novel writer.

Our team has the right capabilities and caliber to deliver expectations of clients.

10
 9. Appendices

Mr Mebin Dominic : Have done the summer programme from Harvard University, Harvard Summer
School, US. He is a certified trainer.

11