1. Essentials of Business Communication, Asian Edition Business Communication Workshop Course Coordinator:Ayyaz Qadeer Lecture # 13

2. Essentials of Business Communication, Asian Edition We have discussed….. Avoid Strings of Choppy Sentences Avoid long lead-ins, Outdated Expressions, Fillers, Redundant Words Avoid technical terms and special terminology that readers would not recognize. Avoid slang (informal expressions with arbitrary or extravagantly changed meanings). Avoid clichés (overused expressions). Substitute more precise words. How to choose a Tone for the Reader

3. Essentials of Business Communication, Asian Edition E-Mail, Memorandums and Letter Formats

4. Essentials of Business Communication, Asian Edition Smart E-Mail Practices Getting Started Consider composing off line. Type the receiver’s address correctly. Avoid using a misleading subject line.

5. Essentials of Business Communication, Asian Edition Content, Tone, Correctness Be concise. Don’t send anything you wouldn’t want published. Don’t use e-mail to avoid contact. Never respond when you’re angry. Care about correctness. Resist humor and tongue-in-cheek comments. Smart E-Mail Practices

6. Essentials of Business Communication, Asian Edition Netiquette Limit any tendency to send blanket copies. Never send “spam.” Consider using identifying labels, such as “ACTION,” “FYI,” “RE,” “URGENT.” Use capital letters only for emphasis or for titles. Announce attachments. Smart E-Mail Practices

7. Essentials of Business Communication, Asian Edition Netiquette (continued) Seek permission before forwarding. Scan all messages before replying to each individually. Don’t automatically return the sender’s message. Revise the subject line if the topic in a series of messages (a “thread”) changes. Smart E-Mail Practices

8. Essentials of Business Communication, Asian Edition Personal Use Don’t use company computers for personal matters. Assume that all e-mail is monitored. Smart E-Mail Practices

9. Essentials of Business Communication, Asian Edition Other Smart Practices Use design to improve readability of longer messages. Consider cultural differences. Double-check before hitting the Send button. Smart E-Mail Practices

10. Essentials of Business Communication, Asian Edition Guide Words To: Consider keying receiver’s full name with e-mail address in angle brackets (Heather Jones ). From: Entered automatically Date: Entered automatically Subject: Include meaningful topic summary. Formatting E-Mail Messages

11. Essentials of Business Communication, Asian Edition Salutation Options No salutation “Heather,” “Dear Heather:,” “Hi,” or “Good morning!” Include name in first line (“Thanks, Heather, for your help...”). Formatting E-Mail Messages

12. Essentials of Business Communication, Asian Edition Body Cover just one topic. Use uppercase and lowercase letters. Use short line length if message might be forwarded. Formatting E-Mail Messages

13. Essentials of Business Communication, Asian Edition Formatting E-Mail Messages Closing Consider a complimentary closing such as “Best” or “Cheers.” Include your name and identification– especially in messages to outsiders.

14. Essentials of Business Communication, Asian Edition Date: September 3, 2004 9:05:12 AM EST To: Matt Ferranto From: Brooke Johnson Subject: Supervising Two Assigned Interns Matt: Two interns will work in your department from September 20 through November 30. As part of their supervision, you should do the following: * Develop a work plan describing their duties. Date: September 3, 2004 9:05:12 AM EST To: Matt Ferranto From: Brooke Johnson Subject: Supervising Two Assigned Interns Matt: Two interns will work in your department from September 20 through November 30. As part of their supervision, you should do the following: * Develop a work plan describing their duties. Sample E-Mail Message

15. Essentials of Business Communication, Asian Edition Sample E-Mail Message * Supervise their work to ensure positive results. * Assess their professionalism in completing assigned work. Please examine the packet being sent to you. It contains forms and additional information about the two students assigned to your department. Call me at Ext. 248 if you have questions. Best, Brooke * Supervise their work to ensure positive results. * Assess their professionalism in completing assigned work. Please examine the packet being sent to you. It contains forms and additional information about the two students assigned to your department. Call me at Ext. 248 if you have questions. Best, Brooke

16. Essentials of Business Communication, Asian Edition Guide Words Double-space “Date,” “To,” “From,” and “Subject.” Align all words after the colon following “Subject.” Top Margin Full sheet–start on line 13. Half sheet–start on line 7. Formatting Hard-Copy Memos

17. Essentials of Business Communication, Asian Edition Formatting Hard-Copy Memos Side Margins Leave 1 to 1¼ inches. Spacing Single-space.

18. Essentials of Business Communication, Asian Edition Qualcom Enterprises line 13Interoffice Memo DATE: September 3, 2004 1 blank line TO: Matt Ferranto FROM: Brooke Johnson SUBJECT: Supervising Two Assigned Interns Qualcom Enterprises line 13Interoffice Memo DATE: September 3, 2004 1 blank line TO: Matt Ferranto FROM: Brooke Johnson SUBJECT: Supervising Two Assigned Interns Sample Hard-Copy Memo

19. Essentials of Business Communication, Asian Edition 2 blank lines Two interns will work in your department from September 20 through November 30. As part of their supervision, you should do the following: Develop a work plan describing their duties. Supervise their work to ensure positive results. Assess their professionalism in completing assigned work. Please examine the packet being sent to you. It contains forms and additional information about the two students assigned to your department. Call me at Ext. 248 if you have questions. Enclosure 2 blank lines Two interns will work in your department from September 20 through November 30. As part of their supervision, you should do the following: Develop a work plan describing their duties. Supervise their work to ensure positive results. Assess their professionalism in completing assigned work. Please examine the packet being sent to you. It contains forms and additional information about the two students assigned to your department. Call me at Ext. 248 if you have questions. Enclosure Sample Hard-Copy Memo

20. Essentials of Business Communication, Asian Edition Writing Plan for Routine Memos and E-Mail Messages Subject line: Summarize memo contents. Opening: State the main idea. Body: Provide background data and explain the main idea. Closing: Request action, summarize the message, or present a closing thought.

21. Essentials of Business Communication, Asian Edition Instructions Instead of this: To clean the printer, you should first disconnect the power cord. Then you open the front cover, and the printer area should be cleaned with a soft, dry cloth. Try this: To clean the printer, do the following: * Disconnect the power cord. * Open the front cover. * Clean the printer area with a soft, dry cloth. Improving Memo Readability With Listing Techniques

22. Essentials of Business Communication, Asian Edition Headings Instead of this: On April 3 we will be in Toledo, and the speaker is Troy Lee. On May 20 we will be in Detroit, and the speaker is Erin Win. Try this: Date City Speaker April 3 Toledo Troy Lee May 20 Detroit Erin Win Improving Memo Readability With Listing Techniques

23. Essentials of Business Communication, Asian Edition Within Sentences Instead of this: Our team constantly tries to achieve our goals, customer service must be improved, and our production targets must be hit. Try this: Our team constantly tries to (a) achieve our goals, (b) improve customer service, and (c) hit our production targets. Improving Memo Readability With Listing Techniques

24. Essentials of Business Communication, Asian Edition Bulleted Items Instead of this: At the AutoSelect Web site, we let you compare car prices, you can research the best financing, and you can learn about leasing. Try this: At the AutoSelect Web site, you can do the following: Compare car prices. Research the best financing. Learn about leasing. Improving Memo Readability With Listing Techniques

25. Essentials of Business Communication, Asian Edition Improving Memo Readability With Listing Techniques Paragraph Headings Instead of this: The next topic is vacations. A new vacation schedule will be available in two weeks. Try this: Vacations. A new vacation schedule will be available in two weeks.

26. Essentials of Business Communication, Asian Edition Letters The three Basic letter formats Block Format Place all the letters elements flush against the left-hand margin. Do not indent the first word of each paragraph Modified Block Format Same as the full block with 2 exceptions: date line and closing signature are place on the right side of the page Simplified Format Has no salutation & no complimentary close, but always has subject line Useful for impersonal situations, or where the identity of recipient is not known; involves less typing

27. Essentials of Business Communication, Asian Edition Elements of a letter Heading: your address and name placed according to the format you have chosen Spell out words such as avenue, street, apartment etc. (but use Apt. if the line is too long) Put an apartment number to the right of the street address. If street address is too long, put apartment no. on the next line. For example: 4217 East Eleventh Avenue Apartment 3 Austin, TX 78701

28. Essentials of Business Communication, Asian Edition Elements of a letter Date Spell out the month Do not use ordinal indicators, such as 1st, 3rd Inside address Salutation: agrees with first line of the inside address. A colon always follows it. If the first line names an individual (Ms. Ann Burdick), say “ Dear Ms. Burdick:” Dear Personnel Director: Subject line Follow the word subject with a colon For emphasis, you may either completely capitalize or underline the subject Subject: APPLICATION FOR OIL RIG MANAGER

29. Essentials of Business Communication, Asian Edition Elements of a letter Complimentary close Use simple closings such as “Sincerely” or “Sincerely yours” Capitalize only the first word of the line. Place a comma after the close Place the company name immediately below the complimentary close Allow space for the handwritten signature Place the writer’s title, department, or both, below his or her typed name. Examples: Sincerely yours,Sincerely, DAVIS MANUFACTURING CO. Ronald C. PurvisWilliam S. Yale

30. Essentials of Business Communication, Asian Edition Ch. 5–30 Overview of Letter Parts Letterhead Dateline Letter Address Salutation Body Complimentary Closing Writer’s Name and Title Reference Initials

31. Essentials of Business Communication, Asian Edition Recapitulation Smart E-Mail Practices Content, Tone, Correctness Use design to improve readability of longer messages. Consider cultural differences. Double-check before hitting the Send button. Formatting E-Mail Messages Formatting Hard-Copy Memos The three Basic letter formats Elements of a letter

32. Essentials of Business Communication, Asian Edition Thank You