kEYBAORDING 2_Business Correspondence.pptx
- 1. Business Correspondence Presented by: Tilap, Geraldine M. KEYBOARDING & DOCUMENT PROCESSING
- 2. • Means the exchange of information in a written format for the process of business activities. • Can take place between organizations, within organizations or between the customers and the organization. • The correspondence is generally of widely accepted formats that are followed universally. Business Correspondence
- 3. Business Correspondence Purpose Requesting Information Ordering Supplies Making & answering inquiries Making & responding to complaints Promoting product / services
- 4. Information Request Letter Ordering Supplies Letter
- 5. Making & answering inquiries Making & responding to complaints
- 6. 1. Business Letters - Business letters are the most formal method of communication following specific formats. They are addressed to a particular person or organization. 2. Business Memo/Memorandum - Memorandum is a document used for internal communication within an organization. Memos may be drafted by management and addressed to other employees. Major types of business correspondence
- 7. Sample Business Letter Business Letters In Block Style
- 8. To format a business letter in block style: 1. Type all lines beginning at the left margin. 2. Press ENTER 5 times to begin the first line of the letter 2 inches from the top of the page. 3. Type the date, and press ENTER 4 times. 4. Type the inside address. Insert 1 space between the state and ZIP Code. 5. After the inside address, press ENTER 2 times, type the salutation, and type a colon after the salutation for standard punctuation. 6. Press ENTER 2 times after the salutation, and single-space the paragraphs in the body. 7. Press ENTER 2 times between paragraphs only—do not press ENTER when you see a line break in the text.
- 9. 8. Do not indent paragraphs in a block style letter. 9. Press ENTER 2 times after the last paragraph, type the complimentary closing, and type a comma after the complimentary closing for standard punctuation. 10. Press ENTER 4 times after the complimentary closing, and type the writer's identification. 11. Press ENTER 2 times after the writer's identification, and type your reference initials in lowercase letters without periods or spaces. 12. Spell-check, proofread, and preview your document for spelling and formatting errors.
- 10. Business Letters with Enclosure Notations Enclosure Notations To indicate that an item is enclosed with a letter: Type the word Enclosure on the line below the reference initials to indicate one item is being enclosed. Type the word Enclosures if more than that an item is enclosed with a letter.
- 11. Envelopes and Labels Word's envelope feature simplifies your task of addressing a standard No. 10 envelope measuring 9 ½ by 4 ½ inches. To format an envelope: 1. Use Word's envelope feature to create an envelope. 2. The inside address is automatically inserted in Word's delivery address box if you are adding an envelope to an existing letter. Or you can type the recipient's name and address in upper and lowercase style in Word's delivery address box. 3. If a return address is not printed on the envelope, type the sender's name and address in upper- and lowercase style in Word's return address box. 4. Use Word's default placement and default Font for the delivery address and the return address. 5. Print the envelope immediately after creating it, or add the envelope to the document, and print it later.
- 14. Folding envelope To fold a letter for a No. 10 envelope: 1. Place the letter face up, and fold up the bottom third of the page. 2. Fold the top third of the page down to about 0.5 inch from the bottom edge of the page. 3. Insert the last crease into the envelope first with the flap facing up.
- 15. Memos, Email and Attachments A memo (or memorandum, meaning “reminder”) is normally used for communicating policies, procedures, or related official business within an organization. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, rather than a one-on-one, interpersonal communication. It may also be used to update a team on activities for a given project or to inform a specific group within a company of an event, action, or observance. Electronic mail, widely known as “email,” is by volume the most popular written communication channel in the history of human civilization. It can be send on desktop, laptop computers, mobile phones and tablets. However, memos are better suited for detailed messages of a more formal nature.
- 16. Parts of a Memo
- 17. 1. Press ENTER 5 times to begin the first line of the memo 2 inches from the top of the page. 2. Type the headings (including the colons) in all-caps and bold: MEMO TO:, FROM:, DATE:, and SUBJECT:. 3. Press Tab as many times as needed to reach the point where each heading entry begins. 4. Press ENTER 2 times between each line of the heading and after the last line in the heading. 5. Type the body of the memo using blocked paragraphs, and press ENTER 2 times between paragraphs. 6. Press ENTER 2 times after the last paragraph in the body, and type your reference initials (not “urs") in lowercase letters without periods or spaces. 7. Spell-check, proofread, and preview your document for spelling and formatting errors. How to format s memo:
- 18. Email with attachments Use the attachment feature in your e-mail software to attach one or more electronic files to an e-mail message. To format an e-mail message with an attachment: • Format the e-mail message as usual. • No special formatting steps are needed when an attachment is sent. Do not type an attachment notation at the bottom of the e-mail message. • Use the e-mail attachment feature to attach a file of some type to the message. • A file attachment is automatically denoted by a special symbol (usually a paper clip).
- 19. [email protected] Construction Interruptions Dear Harriet, I know employees of Evergreen Corp. are looking forward to moving into the new Station Street building in January, but recently groups of employees who do not have business here have been walking through the building. These visits create a safety hazard, interrupt the construction workers, and could put your occupancy date in jeopardy. Would you please ask your staff members who haven’t already been moved to Station Street to stay out of the building? If they need to meet here with someone who has already moved, they should conduct their business and leave promptly via the nearest staircase. We need to avoid further interruptions so our construction workers can get the building ready for occupancy on schedule. If you have any questions, please call me. Thanks, Mel Melvin R. Vargas Construction Site Manager, Maxim Construction Co. 1234 Main St, Big City, Canada