1. SITXADM003 A Write Business Documents Session 9 1 Determine Document Requirements

2. Learning outcomes At the end of the subject, you will be able to: Determine document requirements, conduct research Prepare documents and follow up documents prepare and produce a range of business documents expressing complex ideas and requiring varying and complex formats, e.g. formal reports. 2

3. Reference Text book Dwyer Judith 2009, The Business Communication Handbook, 8 th edn, Prentice Hall, NSW. Research – Chapter 12 Business documents – Chapter 14 to 18 Graphics – Chapter 20 3

4. Assessments KBT Project Practical demonstrations 4

5. How technology has changed the way we communicate… Discuss: The pros and cons Different ways of written Communication What are available for researching information? 5

6. Types of Business Letters Discuss the variety of business letters Purpose of business letters Specialist assistance facts and information instructions formats and designs legal or financial advice further sources of information and specialist advice. READ Dwyer, J. 2009 Chapters 15,16,17,18,19 6

7. Seven C’s of Business Letter Clear Concise Correct Courteous Conversational Convincing Complete 7

8. Basic things to keep in mind: 1. Business letters are different It should be: Crisp and succinct To the point, specific and accurate First impression When it’s less formal, MUST still adhered to conventional standard English (spelling and grammar) Know your audience is critical. It helps to decide whether to be formal or less formal when writing. 8

9. 2.Pronouns Active versus Passive Voice Personal pronouns is important in letters and memos. When use ‘we’ on company stationary, it commits your company to what you have written. Be aware! Your statement or opinion – use ‘I’; Company policy – use ‘we’ 9

10. Pronouns Active versus Passive Voice (cont) Try to avoid using passive voice if possible. It often makes letters: Examples: PASSIVE: It was discovered that the salary totals were incorrect. [Who discovered it?] ACTIVE: The Accounting Department … 10

11. 3.Focus and Specificity Clarity can be achieved with conciseness. Don’t be too concise that your become blunt. Terminology and concepts related to the field are encouraged. Use to show your specific knowledge and experience. 11

12. Focus and Specificity (cont) Make a short list and outline can facilitate drafting a effective piece of writing. Think of your purpose. List these requirements. Identify answers and objectives. 12

13. Letter Writing Tips “If you can’t make your point in one page or less, you aren’t ready to write the letter” People do not like to read beyond the first page E.g. Reagan Detailed information can be relegated to attachments 13

14. Layout of Business Letter 7 Essential Parts:Optional Parts: 1) Write Name and AddressSubject Line 2) DateAttention Line 3) Inside Address (intended reader) Reference Initials 4) Greetings/SalutationsEnclosure 5) Body of the letterFile Number 6) Complimentary CloseSenders Telephone Extension 7) Writer’s Signature and Title or Designation Senders Email or www details 14

15. Layout of Business Letter (cont) The Letter Head should be in BOLD, includes: Company name Postal and email address Telephone number and Fax May include: Reference (our ref. or your ref.) Telephone extension 15

16. Layout of Business Letter (cont) The Date: Place between the letter head and the inside address. 2 lines above and below. Do not use numerals such as 20/11/05. 16

17. Layout of Business Letter (cont) The Inside Address: Intended reader’s address. Place 2 lines below the date. Attention Line (IF Applicable): The specific person who is to attend to your letter. Place 2 lines below the inside address. 17

18. Layout of Business Letter (cont) Greeting/ Salutation: Place 2 lines below the inside address (or attention line). Use receiver’s name if you know, if not use dear sir or dear madam. If you know the person well enough, use his/her first name, other wise use Mr, Miss, Mrs etc. … 18

19. Layout of Business Letter (cont) Subject Line: Place 1 line under the greeting. Identify the letters subject or purpose. No more than 10 words. 19

20. Layout of Business Letter (cont) Body of the letter: Place 2 line under your subject line. Always has 3 parts: Beginning, Middle and End Beginning: Has 2 purposes. Middle: Contains material appropriate to its purpose and should prompt the reader to response. End: Has 2 purposes. 20

21. Layout of Business Letter (cont) Complimentary Close: 2 lines below the courteous close included in your ending. Should match the form of address used in the greeting. E.g. ‘Dear Sir, close with ‘Yours faithfully’. Traditional rule, use ‘Yours faithfully’ when you do not know the receiver’s name; use ‘Yours sincerely’ when you know their name. 21

22. Layout of Business Letter (cont) Signature Block: 3 lines under the complimentary close. Includes the writer’s signature. May be appropriate to place the position or job title underneath the signature and typewritten name. 22

23. Types of Layout Full Blocked Layout with Centred Letter Head Modified Block Layout Punctuation Styles Open style Mixed style 23

24. Planning the business letter 1. Decide on the purpose of the letter 2. Decide on what you want to say 3. Note down all the ideas in point form 4. Order these ides in a sequence appropriate to the style of the letter 5. Write the first draft using plain English 6. Read the letter to ensure you have achieved your purpose 7. Rewrite if necessary 24

25. Ten common errors to avoid 1. Obscure, very technical words 2. Very long sentences and paragraphs 3. Long section of text 4. Casual, over-familiar tone 5. A structure unsuited to the letter’s purpose 6. Insincere expressions 7. Negative sounding expressions 8. Introducing new ideas in the closing paragraphs 9. A closing that does not state what is required 10. An untidy format 25

26. Using Plain English Avoiding overused business letter phrases Business letter writing checklist http://www.utdallas.edu/career/students/preparation/docum ents/LetterWritingChecklist.pdf for a CV cover letter checklist http://www.utdallas.edu/career/students/preparation/docum ents/LetterWritingChecklist.pdf 26

27. Learning activities In groups – Research a “Business Document” and ascertain HOW and WHY that document would be used. E.g. reports newsletters submissions proposals project reviews web pages client databases tenders complex letters project briefs business and operational plans. Write a letter on behalf of the ASTHM to a supplier to enquire quotes for kitchen equipment. 27

28. Your Audience may include: colleagues customers clients suppliers government or business personnel legal or professional bodies general public. 28