3 Essentials of Business Writings.pptx
- 2. Writing correspondences is an essential activity of any business, academic, or industrial organization.
- 3. ADVANTAGES: They allow the writer to have time to think about the message he/she wants to convey thoroughly. They are more accessible and can be retrieved by the reader at any time convenient to him/her. They present the message in details. They can be documented and filed.
- 5. An effective business letter elicit the expected response from the reader. A business letter serves several purposes: for sales efforts, for complaints, for information dissemination, for relationship building, and for problem-solving
- 6. PARTS OF A BUSINESS LETTER LETTER HEAD It identifies the writer, his/her address, and contact numbers. DATE It is placed between the letterhead and the inside address.
- 7. INSIDE ADDRESS It identifies the reader’s name, position, and company, and address. It should be place immediately below the date.
- 8. ATTENTION LINE It is used when the writer wishes to address the whole company but wants to bring it to the attention of a particular person in the company. SALUTATION It refers to the writer’s greeting to the reader.
- 9. BODY It contains the message of the letter. Paragraph are singled-space internally but doubled-space to separate paragraphs. COMPLIMENTARY CLOSE It is an expression used to end a letter.
- 10. HIGHLY FORMAL Respectfully yours, Respectfully, Very respectfully, POLITE AND FORMAL Very truly yours, Yours very truly, Yours truly, LESS FORMAL Sincerely yours, Yours, Cordially yours, INFORMAL AND FRIENDLY As ever, Best regards, Kindly regards, Regards,
- 11. SIGNATURE BLOCK Includes the signature and the typed name of the sender. The typed named can be in all caps (PETER BURKIN) or CLC format (Peter Burkin).
- 12. IDENTIFICATION INITIALS It indicates the typist’s initials if the sender is not the one who personally typed the document.
- 13. ENCLOSURE NOTATION It indicates the attachments to the letter. It can be written in the following formats: Enclosures (2) Enclosure enc. / encl.
- 14. COPY NOTATION It indicates the name of the secondary recipients of the letter. It is indicated by cc: which means carbon copy or courtesy copies.
- 16. FULL BLOCK
- 18. MODIFIED BLOCK
- 20. SEMI BLOCK
- 22. TIPS FOR WRITING A LETTER 1) Use a language that is appropriate to the target readers. 2) Arrange your ideas logically. 3) Use a direct but tactful tone. 4) Use the active voice in most of your sentences. 5) When writing, put yourselves in the shoes of the target readers
- 23. 6) Use correct format, punctuation, spelling, and grammar. 7) Specify the receiver’s name. However, if it is impossible to get the name of the receiver, use a generic title such as The Human Resource Director.
- 24. MEMORANDUM
- 25. a business correspondence which aims to inform and persuade target readers who are within the organizations.
- 26. Five Types of Memo 1. Instruction Memo 2. Request Memo 3. Announcement Memo 4. Transmittal Memo 5. Authorization Memo
- 27. ADVANTAGES: It reaches a large numbers of readers at the same time. It provides a written record that can be accessed any time. It allows a detailed and accurate delivery of message.
- 28. DISADVANTAGES: It is not an ideal to convey complex topics since memos are generally used for short tests. It takes time to reach distant branches and offices. It is more expensive than E-mail.
- 29. PARTS OF A MEMO Letterhead "To" Line Attention Line "From" Line Subject Line Body Identification initials Enclosure notation Copy Notation
- 33. A new form of business communication Essential not only in the work place but also in personal communication Revolutionized the way people communicate Similar to memos and letters
- 34. USES OF E-MAIL To give directions To transmit documents To record important data or information To confirm requests
- 35. To explain procedures To make recommendations To inquire To submit feasibility and status reports
- 36. ADVANTAGES OF E-MAIL It reaches the target reader fast. It confirms an acceptance or rejections easily. It is less costly than letters and memos. It can easily reach the farthest parts of the globe. It is environment-friendly. It is easier to document.
- 37. DISADVANTAGES OF E-MAIL It is prone to hacking and technical glitches. It can cause information overload. It can be used to transmit computer virus.
- 38. TIPS FOR WRITING AN E-MAIL OR A MEMO 1. Make the subject line informative or descriptive of the memo content. 2. Keep the subject line simple and short. 3. Do not change the subject line when you are replying to an e-mail.
- 39. 4. The “to” line should contain the names of the primary readers. Secondary readers must be place in the cc line. 5. Ensure the correctness of the e-mail address of the recipients. 6. Make the file name of the attached document meaningful.
- 40. 7. Never use ”all caps” in the main text. 8. State you purpose in the first sentence of the memo. 9. If the message is sensitive, compose it first using the word processor. 10. Avoid emoticons and informal jargons in formal memos.