1. COMMUNICATING IN THE WORKPLACE Sixth Canadian Edition
CHAPTER 8
WRITING BUSINESS CORRESPONDENCE – Part 1
Communicating in the Workplace Canadian Ed Chapter 8

2. Section 8.1 Planning Business Correspondence
Determine your reader’s reaction; then choose your approach.
Direct Approach
Summary statement
Supporting information
Future action or results achieved
Indirect Approach
Buffer
Reasons/ Explanation
Bad News
Closing (forward-looking, pleasant statement)
Persuasive Approach
Attention getter
Interest
Desire
Action
Communicating in the Workplace Canadian Ed Chapter 8

3. Section 8.1 Planning Business Correspondence
Some Formatting and Mechanical Techniques
Enumerate lists of important items.
Use bullets to emphasize several points
Use bold, underline, italics, solid capitals, or centering to emphasize important details.
Use columns with headings to make reading and understanding easier.
Use underlining or bold and side headings to show natural breaks in a message.
Use colour coding to attract attention.
Communicating in the Workplace Canadian Ed Chapter 8

4. Section 8.2 Writing E-Mails and Memos
PURPOSES OF S AND MEMOS
To request
To inform
To report
To remind
To transmit
To promote goodwill
Communicating in the Workplace Canadian Ed Chapter 8

5. Section 8.2 Writing E-Mails and Memos
MESSAGE STRUCTURE
Statement of Purpose
Message
Statement of Future Action
Communicating in the Workplace Canadian Ed Chapter 8

6. Section 8.2 Writing E-Mails and Memos
FORMAT
Address Line – check the accuracy
Subject Line – concise; clearly identifies the content
Greeting – Dear Mr. Jones, Dear Fred, Fred
Body – use a blank line to separate paragraphs
Closing – name (may also include address, phone number, mailing address)
Attachments – mention any attachments in your message
Communicating in the Workplace Canadian Ed Chapter 8

7. Section 8.2 Writing E-Mails and Memos
GUIDELINES
Limit length, topics, and recipients.
Be careful with humour and emoticons.
Check content, spelling, and grammar.
Do not send confidential information.
Know your company policy on .
Avoid spamming.
Reply promptly to s.
Be aware of viruses.
Communicating in the Workplace Canadian Ed Chapter 8

8. Section 8.2 Writing E-Mails and Memos
MEMOS – FORMAT AND CONTENT
Memo Heading Guidewords:
To:
From:
Date:
Subject:
Communicating in the Workplace Canadian Ed Chapter 8

9. Section 8.2 Writing E-Mails and Memos
Memo Body
No salutation
No complimentary closing (Sincerely, Yours truly)
No writer’s name and signature (Name is in heading; writer can initial the memo alongside his/her name in the heading)
If it continues on to a second page, include a header:
Alexander Smith 2. June 8, 20—
Notations
Two lines below the body, at the left margin
e.g. Attachment; c. Matheus Kreutzer
Communicating in the Workplace Canadian Ed Chapter 8