COMMUNICATION SKILLS
Functional writing
Functional writing is writing that is meant to fulfill real life purposes, such as: making a request or giving
advice, inviting someone for a visit or to a function, applying for something e.t.c. Functional writing
includes the writing of business letters, memorandum, notices, agenda, minutes, advertisements, e-
mail, facsimile and press releases.
A. Business letters/ E-mail
Functions of a business letter
To provide a convenient and inexpensive means to communicate without personal contact.
To seek or give information
To provide evidence of transactions entered into.
To provide a record for future reference
Types of business letters
1. Letters of inquiry
2. Letters answering a request
3. Claim and adjustment letters
4. Credit letters
5. Collection letters
6. Sales letters
7. Employment letters
8. Social letters
, 9. Memorandum
Parts of a business letter
1. Letterhead
It is also known as heading or address. It appears at the top of the page. It contains the name of the
company, address, logo, telephone number etc.
2. Date
It enables quick reference in future and helps in prompt action and filing. It consists of the day, month
and year.
3. Reference
It is written below the dateline close to the left margin. It serves to identify either the correspondence is
to be found. The purpose of the reference is to enable replies to be linked with the previous
correspondence and also to send replies to these letters to the proper official or department.
4. Inside address
It contains the name and address of the firm or the individual to whom the letter is written. It helps the
outward clerk to write the same address on the cover. It should be written below the reference line.
5. Salutation
This is the greeting part which commences the letter and precedes the message erg Dear Sir, Dear
Madam, Dear Mr. Kariuki etc.
6. Body of the letter
This is the part containing the message or the information. It consists of:
Reference or subject
Functional writing
Functional writing is writing that is meant to fulfill real life purposes, such as: making a request or giving
advice, inviting someone for a visit or to a function, applying for something e.t.c. Functional writing
includes the writing of business letters, memorandum, notices, agenda, minutes, advertisements, e-
mail, facsimile and press releases.
A. Business letters/ E-mail
Functions of a business letter
To provide a convenient and inexpensive means to communicate without personal contact.
To seek or give information
To provide evidence of transactions entered into.
To provide a record for future reference
Types of business letters
1. Letters of inquiry
2. Letters answering a request
3. Claim and adjustment letters
4. Credit letters
5. Collection letters
6. Sales letters
7. Employment letters
8. Social letters
, 9. Memorandum
Parts of a business letter
1. Letterhead
It is also known as heading or address. It appears at the top of the page. It contains the name of the
company, address, logo, telephone number etc.
2. Date
It enables quick reference in future and helps in prompt action and filing. It consists of the day, month
and year.
3. Reference
It is written below the dateline close to the left margin. It serves to identify either the correspondence is
to be found. The purpose of the reference is to enable replies to be linked with the previous
correspondence and also to send replies to these letters to the proper official or department.
4. Inside address
It contains the name and address of the firm or the individual to whom the letter is written. It helps the
outward clerk to write the same address on the cover. It should be written below the reference line.
5. Salutation
This is the greeting part which commences the letter and precedes the message erg Dear Sir, Dear
Madam, Dear Mr. Kariuki etc.
6. Body of the letter
This is the part containing the message or the information. It consists of:
Reference or subject
