1. NCFE L 2 Business Unit1Administration Communication
The Methods of Communication - Letters

2. The Methods of Communication - Letters
Objective: To understand the use of business letters
Success Criteria:
I can use the correct salutation and signature
I can explain the importance of using formal language in business letters
I can evaluate the advantages and disadvantages of using letters in business

3. Letters are one of the main methods of communication for any business.
It is really important to any business that they get their message across in a formal and professional way.
Letters are normally used to communicate externally but can also be used for formal internal communication.
They are handy:
As a permanent record of what was communicated
If a message is complicated or there is lots of information.

4. There is a standard format for business letters.
If the company has a letterhead, you should use this paper. It looks professional and shows that you are efficient.
You must include your business contact information and registered address (as at Company’s House)
The name of the directors should be listed.
Any professional organisations or institutions.
The company logo if you have one.

5. Once you have a standard format of the letter, you can save this as a template on your office server and then each person can access it and use it when needed.
You can also set up a function called a mail merge. This means that you can add multiple addresses from your online address book to a letter to save time.

6. Speed?
Proof?
Safety?
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With a partner come up with at least 3 benefits of letters and 3 drawbacks. Be ready to share these with the whole group.

7. Where does the recipient business address go on a letter?
How do you end a business letter? (2 marks)
Give me 3 things that should be included in a letterhead
What type of font should be used? Why?
Why do businesses use letters?
CHALLENGE: Why are business letters not the best way to get new customers?

8. Your task: You are a new employee at Tomorrow’s Travel. You
are really keen to impress your new boss. They are currently experiencing a decline in sales and feel that an image makeover is needed to help get them back on track. Being the new, enthusiastic employee that you are, you have volunteered to take on the role of creating a new letterhead for the business.
Details:
Tomorrow’s Travel, 123 Anstey Road, Leicester, LE6 3JS. Tel , Fax , Website Business owner Mrs C Shore. The business is also ATOL and ABTA registered.
Once you have designed your letterhead, you must write a business letter to a customer explaining that you have managed to find her a suitable holiday.
Customer
Mrs E Damm, 39 Lemontree Lane, Sileby, Leicestershire, LE9 3RF
Date
use today’s date
Subject
Holiday search
Main body of the letter
Thank her for the enquiry
Explain what you have found in relation to hr request
Suggest what you think might be the best option
Ask her to contact you to confirm her decision
Thank her for using your company
Signatory
Sign off the letter appropriately

9. Plenary: Roll of a dice?
Why might a bank choose to inform customers of changes to their bank account?
Why might a manager not use a letter to tell their client that a meeting tomorrow is cancelled?
Why might you use a standard form of letter?
Why is a letter not always secure?
How can you make sure that a letter is received?
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