Business Correspondence Business Correspondence - Part 2 Business Correspondence Part Two Interoffice communication Fax Newsletters Reports

Interoffice Communication Business Correspondence - Part 2 Interoffice Communication Between two or more people inside a company Types of interoffice communication Memorandums An informal written note Email Electronic exchanging of messages with one or more recipients Typically exchanged through the internet

Interoffice Communication Business Correspondence - Part 2 Interoffice Communication Purpose of interoffice communication Convey information to people inside the company Composition of interoffice communication Professional, short, and to the point Free from spelling and grammatical mistakes

Interoffice Communication Reasons to send interoffice communication Inform the reader about new information Policy changes Price increases Persuade the reader to take action Attend a meeting Change a current procedure Request information from the reader Date of a previous meeting

Business Correspondence - Part 2 Composition of a Memo Margins 1.25” top, bottom, left and right Title Memo or Memorandum Headings (To:, From:, Date:, Subject: Text after header is aligned with a 1” left tab To: First and last name From: First and last name Date: March 3, 2011 (full date) Subject: Short and to the point

Business Correspondence - Part 2 Composition of a Memo Body First paragraph Purpose or topic statement Second paragraph Background information Describe the current situation or problem Closing paragraph Courteous ending States your request of the reader

Business Correspondence - Part 2 Composition of a Memo Reference initials Memo typed by the writer – omit reference initials Memo typed by some one else – use reference initials Indicate the person who typed the memo Initials of typist are typed in lower case Enclosure & Copy notation Used as needed

Spacing the parts of a memo Business Correspondence - Part 2 Assign Block style letter – labeled with instructions

Business Correspondence - Part 2 Fax Telephonic transmission of scanned printed material Reasons to send a fax Information to communicate is hand written or drawn Signature is required immediately

Business Correspondence - Part 2 Fax Usually transmitted to a telephone number connected to an output device Printer Monitor Composition of a fax Text and images Create using a template

Templates Standard formats are used for most business documents Standardized templates Custom designed templates Using templates can Save time Increase productivity

Newsletters A publication distributed over regular intervals of time Distributed to a group of defined individuals

Newsletters Purpose of newsletters is to Teach Inform Make announcements Promote new products and/or services

Newsletters Composition of a newsletter Informally written Laid out in multiple columns Includes text and multiple graphics Free from spelling and grammatical mistakes

Reports Formal document Purpose of reports With an specific topic Prepared for a target audience With supporting information Purpose of reports Conveys information Assist in business decision making

Reports Composition of a report Professional appearance Varying lengths Includes text and multiple graphics Free from spelling and grammatical mistakes

Business Writing Style Business Correspondence - Part 2 Business Writing Style Effective documents follow these rules Brief as possible Focus on facts Provide important data Use simple, active language Well organized Accuracy is emphasized Discuss the difference between fact and opinion