1. Business Correspondence
Business Correspondence - Part 2
Business Correspondence
Part Two
Interoffice communication
Fax
Newsletters
Reports

2. Interoffice Communication
Business Correspondence - Part 2
Interoffice Communication
Between two or more people inside a company
Types of interoffice communication
Memorandums
An informal written note
Electronic exchanging of messages with one or more recipients
Typically exchanged through the internet

3. Interoffice Communication
Business Correspondence - Part 2
Interoffice Communication
Purpose of interoffice communication
Convey information to people inside the company
Composition of interoffice communication
Professional, short, and to the point
Free from spelling and grammatical mistakes

4. Interoffice Communication
Reasons to send interoffice communication
Inform the reader about new information
Policy changes
Price increases
Persuade the reader to take action
Attend a meeting
Change a current procedure
Request information from the reader
Date of a previous meeting

5. Business Correspondence - Part 2
Composition of a Memo
Margins
1.25” top, bottom, left and right
Title
Memo or Memorandum
Headings (To:, From:, Date:, Subject:
Text after header is aligned with a 1” left tab
To: First and last name
From: First and last name
Date: March 3, 2011 (full date)
Subject: Short and to the point

6. Business Correspondence - Part 2
Composition of a Memo
Body
First paragraph
Purpose or topic statement
Second paragraph
Background information
Describe the current situation or problem
Closing paragraph
Courteous ending
States your request of the reader

7. Business Correspondence - Part 2
Composition of a Memo
Reference initials
Memo typed by the writer – omit reference initials
Memo typed by some one else – use reference initials
Indicate the person who typed the memo
Initials of typist are typed in lower case
Enclosure & Copy notation
Used as needed

8. Spacing the parts of a memo
Business Correspondence - Part 2
Assign Block style letter – labeled with instructions

9. Business Correspondence - Part 2
Fax
Telephonic transmission of scanned printed material
Reasons to send a fax
Information to communicate is hand written or drawn
Signature is required immediately

10. Business Correspondence - Part 2
Fax
Usually transmitted to a telephone number connected to an output device
Printer
Monitor
Composition of a fax
Text and images
Create using a template

12. Templates Standard formats are used for most business documents
Standardized templates
Custom designed templates
Using templates can
Save time
Increase productivity

13. Newsletters A publication distributed over regular intervals of time
Distributed to a group of defined individuals

14. Newsletters Purpose of newsletters is to Teach Inform
Make announcements
Promote new products and/or services

15. Newsletters Composition of a newsletter Informally written
Laid out in multiple columns
Includes text and multiple graphics
Free from spelling and grammatical mistakes

16. Reports Formal document Purpose of reports With an specific topic
Prepared for a target audience
With supporting information
Purpose of reports
Conveys information
Assist in business decision making

17. Reports Composition of a report Professional appearance
Varying lengths
Includes text and multiple graphics
Free from spelling and grammatical mistakes

18. Business Writing Style
Business Correspondence - Part 2
Business Writing Style
Effective documents follow these rules
Brief as possible
Focus on facts
Provide important data
Use simple, active language
Well organized
Accuracy is emphasized
Discuss the difference between fact and opinion