Emails, Memos, and Letters (Business Communication) PDF

Emails, Memos, And Letters BU 1523, Unit 5 Effective communication is essential for any business. In this presentation, we'll cover the basics of email, memo, and letter writing. Learn how to communicate professionally and achieve your business goals! The Importance of Communication Collaboration...

Emails, Memos, And Letters BU 1523, Unit 5 Effective communication is essential for any business. In this presentation, we'll cover the basics of email, memo, and letter writing. Learn how to communicate professionally and achieve your business goals! The Importance of Communication Collaboration Partnerships Productivity Written communication is key Mastering communication skills Clear and concise to achieving effective can help you build and maintain communication can help collaboration in a business strong partnerships. improve productivity and setting. prevent costly mistakes. Emails Elements of a professional email Include a clear subject line, introduction, body, and closing. Use a professional tone and proper grammar and spelling. Tips for efficient email communication Be concise, use bullet points and white space, and avoid overusing caps, bold, or colors. Common email mistakes to avoid Don't use abbreviation or emoticons, don't use vague language and be cautious with humor, don't forget attachments or send to the wrong people. Tips for writing business emails #1 Consider your subject line When sending business emails, your subject line is often the first section the recipient reads. Writing a strong subject line can increase the chance of the recipient reading your email in a timely manner. Your subject line typically provides a quick summary of your email and your purpose for writing. (Indeed, 2022a) Tips for writing business emails #2 Consider your greetings When developing your business email, you can also consider how to greet the recipient. For example, you may decide whether your email requires a formal or informal greeting. This salutation can establish the nature of your professional relationship. You can use informal greetings when communicating with someone you know personally or with whom you have an established professional relationship. You can use formal greetings for everyone else, especially when it's your first time communicating with them. (Indeed, 2022a) Tips for writing business emails #3 Be concise Writing concise business emails can help ensure you maintain the attention of the recipient. To help make your email more concise, consider removing any repetitive or unnecessary language. You may include phrases that can improve your relationship with the recipient or establish your reason for writing. (Indeed, 2022a) Tips for writing business emails #4 Decide on the tone to use Consider the tone you use when writing your business emails to make them as effective as possible. If this is your first email or communication with the recipient, you can use a professional tone. If you have had previous email exchanges with them, you can review the tone you have both used in the previous correspondence. (Indeed, 2022a) Email template to introduce yourself These emails require basic information about yourself and your objective. Here's a template to show you how to introduce yourself in a business email: [Salutation] [Introductory paragraph. Provide your name and title within the company. Discuss the intention behind your email and why your email is important.] [Detailed paragraph. Provide additional details required for the other person's follow-up.] [Closing] [Signature] (Indeed, 2022a) Email template when you have an inquiry You can use this email when you require additional information from your colleagues or customers. Here's a template if you have an inquiry: [Salutation] [Introductory paragraph. Remind customer or colleague of your job title and name. Provide information for followup.] [Closing] [Signature] (Indeed, 2022a) Memos 1 Elements of a professional memo Include the purpose, background, summary, and action items. Use short paragraphs, bullet points, and headings as necessary. Avoid jargon and keep it concise. 2 Tips for writing effective memos Be clear and persuasive, focus on key topics with relevant supporting data, and avoid subjective opinions and personal feelings. Memo Writing Tip #1: Write a detailed subject line To ensure your readers know exactly what to expect from the memo, write a detailed subject line. The subject line can tell your audience how important the message is and give them guidance on where to file it in their email folders. For example, you might write, "Jane Smith's Retirement Party" or "Office Maintenance on July 3rd." (Indeed, 2022b) Memo Writing Tip #2: List the purpose in the introduction After the subject line, the introduction is the first thing your readers will see in the memo. It's important to list the purpose of the memo within the first few lines to tell your team members why you're writing the document and what information they can find in the memo. You can start with an introductory statement, such as, "I'm writing to inform you..." to introduce the purpose. (Indeed, 2022b) Memo Writing Tip #3: Include details in the body paragraphs After the introduction, you can discuss the details of your message in the body paragraphs. The exact details will vary depending on the type of memo. For example, if you're throwing an event, the body paragraph should include details such as the reason for the event, time and date, and dress code. If an executive member of staff is leaving, the body paragraph should discuss when they're leaving, who's replacing them, and how your team can transition during this change. You can also thank them for their hard work over the years. To write your body paragraphs, think of questions your employees may have about the message you're trying to get across and answer them beforehand. End your body paragraphs with any requests you have such as, "Please RSVP by June 26" or "Please mark this training date in your calendars." Then you can end the letter by thanking the reader and signing your name. You may also leave your contact information, such as your email in case the reader has any questions. (Indeed, 2022b) Memo Writing Tip #4: Be concise and positive While writing your memo, try to be concise and positive. Staying concise can help you get your message across clearly, so consider reviewing your memo to ensure you're including only essential information. Also, review your memo to check for positive language. This could help you build and maintain a positive work environment. (Indeed, 2022b) Business Memo Example 1 Here is an example memo involving an upcoming training day: Date: March 3, 2021 To: All employees in the customer service department From: Lauren Avery, human resources manager Subject: Upcoming training day: March 10, 2021 I am writing to inform you that there's an upcoming training day for all employees to learn how to use the new POS system. The new system should help us work more efficiently and speed up transaction times. The training will take place from 10:00 a.m. to 3:00 p.m. on March 10. You'll have a one-hour break in between. The company will provide lunch. This training is mandatory for every member of the customer service department. Please let us know if you have any questions or concerns. Thank you, Lauren Avery [email protected] (Indeed, 2022b) Business Memo Example 2 This example notifies employees about upcoming maintenance: Date: February 22, 2021 To: All staff From: Jack Smith, operations manage Subject: Office maintenance on February 25 After the big snowstorm, we had in Toronto last week, the pipes in the basement burst. We repaired most of the damage on the weekend, but minor work still needs to be done. Over the next two weeks, starting on February 25, the basement will be off-limit to employees while repairs are ongoing. As we use the floor for storage, the repairs shouldn't affect your work. If it will, contact me immediately and we'll work towards a solution. Sorry for any inconvenience this may cause and thank you for your understanding. Jack Smith [email protected] (Indeed, 2022b) Letters Tips for writing impactful business letters Be polite and clear with your message. State your purpose directly and briefly. Avoid wordiness and check for errors. 1 2 3 Elements of a professional letter Examples of business letters Include the date, inside address, salutation, Cover letter, thank you letter, letters of body, closing, and signature. Use formal recommendations, complaint letter, and language and proper tone. inquiry letter. Visuals in Business Writing Infographics Use charts, tables, and graphs to visualize data and make it easier to understand. Images and Videos Visual Metaphors Use visuals to break up text Use symbolic or figurative and add interest. Be sure to language to make complex cite your sources and avoid ideas more accessible and using copyrighted engaging. materials. Communication Etiquette Audience Management Team Communication Meeting Agendas Consider the audience before Encourage and respect different Effective agendas can help keep choosing your language, tone, opinions and communicate meetings on track and increase and approach. clearly and openly when productivity. Include relevant working in groups. topics, goals, and action items. The Future of Business Communication Advantages Disadvantages Remote Communication Lack of Face-to-Face Interaction Increased Efficiency Cultural and Language Differences Global Reach Security and Confidentiality Issues With the rise of technology and globalization, business communication is constantly evolving. By utilizing new tools and techniques, businesses can improve their communication and stay ahead of the competition. References A guide on business email templates and how to write them. Indeed.com. (2022a). https://ca.indeed.com/career-advice/career-development/business-email-templates How to write a business memo (with template and examples). Indeed.com. (2022b). https://ca.indeed.com/career-advice/career-development/how-to-write-memo-example