1. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 9–1 This is the prescribed textbook for your course. Available NOW at your campus bookstore!

2. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 9–2 Writing Business Documents  Topics Discussed:Chapter 9 Planning your documents Letters Emails and memos Web documents Short reports Instructions Newsletters Leaflets and brochures

3. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 9–3 Planning your documents  Ensure that your reader can read, understand and act on your documents: Choose the right type of document Organise your thoughts Use direct, ‘reader-centred’ language Include enough information Persuade your reader to act

4. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 9–4 Letters  The guidelines for writing effective letters can apply to all forms of correspondence Define your purpose Choose an appropriate layout Write an effective subject line Organise and draft the letter Proofread and edit

5. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 9–5 Emails and memos  Use emails or memos to: Request information Respond to requests Give notification or explanation of procedures Report on events  Avoid using emails or memos to: Give bad news Relay pep-up messages Convey personal news Communicate an urgent matter Distribute material not related to your workplace

6. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 9–6 Advantages of emails  Immediacy  Retrieval  Records  Distribution  Ability to attach other material

7. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 9–7 Tips for writing emails/memos  Keep them concise  Check spelling and grammar  State your purpose clearly  Use face-to-face language  Avoid bureaucratic jargon  Monitor background signals and tone  Allow sufficient time for replies

8. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 9–8 Special points for emails  Be aware of the effect of capital letters  Reply to emails quickly  Leave enough of the original message in any reply so that the original sender can recall what your reply is about  If you are feeling emotional (e.g. angry), it is advisable to take ‘time out’ before sending a reply

9. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 9–9 Other Documents  Web documents  Short reports  Instructions  Newsletters  Leaflets