1. Writing & Speaking for Business By William H. Baker Chapter Six

2. Writing Business Correspondence Emails Memos Letters

3. Chapter Agenda Planning Composing Formatting

4. Planning Audience Analysis Who they are How they feel about you How they feel about the subject matter

5. Planning Strategy Decide on an approach Direct: Good news or routine Indirect: Bad news or persuasive

6. Strategies Reason and LogicEmotion Cause and effect Statistics Fair play Nothing to lose Ethics Pride Fear Bandwagon Association

7. Composing Opening: Connect with the reader and give the main idea at or near the beginning. Congratulations on your award. Here is our proposal to provide training for your company. Are you satisfied with your current marketing plan? Thank you for your letter explaining your dissatisfaction with our product.

8. Composing Agenda: Provide a preview of the message. Quantify Identify Organize Symbolize Let me explain (a) what we found in our investigation and (b) how we can solve your problem. Let me explain the following: a. What we found in our investigation. b. How we can solve your problem.

9. Composing Who WhatWhen Where How Why Body: Fulfill the promise made in the agenda and provide what the reader needs.

10. Composing Good news memo: Refer back to the good news and give a second congratulations. “We again congratulate you on this prestigious award. We’re grateful to have you as a member of our team.” Routine email: Summarize the main message, invite additional correspondence as needed, or close with a forward looking action statement. “We look forward to seeing you at the seminar on March 12. Feel free to call us with any questions.” Sales letter: Call for action. “Call us at 803-442-998X to find out more about the services we offer.” Bad-news letter: Close with a note of appreciation for their business, or possibly highlight some positive aspect of their business arrangement with you. “Remember that our next voting date for Credit Union officers is March 14-16. You’ll get a free gift just for casting your ballot.” Conclusion: End the message appropriately.

11. Formatting and Designing Memos 1. Begin memos one inch from the top of the page. 2. Type the subject line in all capitals or in bold for emphasis. 3. Left align the information following to, from, date, and re.

12. Emails Read email messages at least once or twice a day. Delete all spam messages instantly Read personal messages, FYI messages, and other informational messages and then delete them or file them in another folder if you want to keep them. Read action items.

13. Emails For emails that you want to keep, move them from your inbox into a well- organized email filing system. When sending emails, be careful what you write. Remember that email messages are not private. Read your email out loud before sending it. This will help you catch writing and proofreading errors. Even though many emails are informal messages, don’t become too lax in your writing. Always exercise care in checking your grammar, spelling, and punctuation.

14. Letters Styles Full-block format Simplified format

15. Full Block

16. Simplified