Communication for Work Purposes PDF

LETTERS, PURPOSIVE COMMUNICATION MEMOS & E-MAIL Prepared by: Giselle Ann C. Espinosa LEARNING OBJECTIVES Explain the features of a letter, memo, and e-mail; Identify the basic parts of a letter, memo, and e-mail...

LETTERS, PURPOSIVE COMMUNICATION MEMOS & E-MAIL Prepared by: Giselle Ann C. Espinosa LEARNING OBJECTIVES Explain the features of a letter, memo, and e-mail; Identify the basic parts of a letter, memo, and e-mail; Differentiate a letter, memo, and e-mail from one another; Use appropriate format and design for a letter, memo, and e-mail; Write and effective letter, memo, and e-mail; Evaluate a letter, memo, and e-mail, Reflect on a learning experience. ESSENTIALS OF BUSINESS WRITING WRITING CORRESPONDENCES IS AN ESSENTIAL ACTIVITY OF ANY BUSINESS, ACADEMIC, OR INDUSTRIAL ORGANIZATION. GENERALLY, CORRESPONDENCES OR TECHNICAL REPORTS AIM TO INFORM OR PERSUADE THEIR INTENDED READERS. THEY ALSO HAVE CERTAIN ADVANTAGES OVER THE SPOKEN MODE. THESE ARE LISTED AS FOLLOWS: -THEY ALLOW THE WRITER TO THINK ABOUT THE MESSAGE HE/SHE WANTS TO CONVEY THOROUGHLY. -THEY ARE MORE ACCESSIBLE AND CAN BE RETRIEVED BY THE READER AT ANY TIME CONVENIENT TO HIM/HER. -THEY PRESENT THE MESSAGE IN DETAILS. -THEY CAN BE DOCUMENTED AND FILED. BUSINESS LETTER AN EFFECTIVE BUSINESS LETTER ELICITS THE EXPECTED RESPONSE FROM THE READER. THIS CAN BE ACHIEVED THROUGH A CONCISE, TACTFUL, AND ACCURATE WRITING STYLE. A BUSINESS LETTER SERVES SEVERAL PURPOSES: FOR SALES EFFORTS, FOR COMPLAINTS, FOR INFORMATION DISSEMINATION, FOR RELATIONSHIP BUILDING, AND FOR PROBLEM-SOLVING. PARTS OF A BUSINESS LETTER Letterhead – It identifies the writer, his/her address, and contact numbers. Date – It is placed between the letterhead and the inside address. It should never use plain numerals for dates as it may create confusion. Instead of using 02/02/16, February 2, 2016 or 2 February 2016 can be used. Inside Address – It identifies the reader’s name, position, and company, and address. It should be placed immediately below the date. PARTS OF A BUSINESS Attention Line – It is used when the LETTER writer wishes to address the whole company but wants to bring it to the attention of a particular person in the company. It can be written in two formats: Attention John Kramer Attention: John Kramer Salutation - It refers to the writer’s greeting to the reader. It can appear in different formats: Dear Sir: Sir: Dear Mr. Kramer: PARTS OF A BUSINESS LETTER Body – It contains the message of the letter. Paragraphs are single-spaced internally but double-spaced to separate the paragraphs. If the letter is too short, the body can be double spaced or triple-spaced to separate the paragraphs. PARTS OF A Complimentary Close – It is an expression used to end a BUSINESS letter. Below is the level of formality of the complimentary close: LETTER Highly Formal -Respectfully Yours, -Respectfully, -Very respectfully, Polite and formal -Very truly yours, -Yours very truly, -Yours truly, Less formal -Sincerely yours, -Yours, -Cordially yours, I nformal and friendly -As ever, -Best regards, -Kindest regards, -Regards, PARTS OF A BUSINESS LETTER Signature Block – Includes the signature and the typed name of the sender. The typed name can be in all caps (JOHN KRAMER) or CLC format (John Kramer). The space for the signature should be three to five lines. Identification Initials – It indicates the typist’s initials if the sender is not the one who personally typed the document. PARTS OF A BUSINESS LETTER Enclosure Notation – It indicates the attachments to the letter. It can be written in the following formats: -Enclosures (2) -Enclosure -enc./encl. Copy Notation – It indicates the name of the secondary recipients of the letter. It is indicated by cc: which means carbon copy or courtesy copies.  THREE FORMS OF BUSINESS LETTERS FULL BLOCK NOITACINUMMOC EVISOPRUP  THREE FORMS OF BUSINESS LETTERS MODIFIED BLOCK NOITACINUMMOC EVISOPRUP  THREE FORMS OF BUSINESS LETTERS SEMIBLOCK FORMAT NOITACINUMMOC EVISOPRUP NOITACINUMMOC EVISOPRUP TIPS FOR WRITING A LETTER Use a language that is appropriate to the target readers. Arrange your ideas logically. Use a direct but tactful tone. Use the active voice on most of your sentences. When writing, put yourselves in the shoes of the target readers. Use correct format, punctuation, spelling, and grammar. Specify the receiver’s name. However, if it is impossible to get the name of the receiver, use a generic title such as The Human Resource Director. MEMORANDUM MEMORANDUM IS A BUSINESS CORRESPONDENCE WHICH AIMS TO INFORM AND PERSUADE TARGET READERS WHO ARE WITHIN THE ORGANIZATION. SIMILAR TO NEWS WRITING FORMAT, IT FOLLOWS AN INVERTED PYRAMID STRUCTURE. THIS MEANS THAT THE MOST IMPORTANT INFORMATION COMES FIRST.  MOST IMPORTANT MUDNAROMEM INFORMATION SUPPORTING DATA & EXAMPLES LEAST IMPORTANT INFORMATION  NSTRUCTION MEMO SEPYT EVIF OMEM A FO I – provides information that the readers need to perform accurately. REQUEST MEMO – asks readers to provide certain information or take certain actions. ANNOUNCEMENT MEMO – provides information about an event, person, or thing. TRANSMITTAL MEMO - serves as a cover note for a more formal or lengthy document. AUTHORIZATION MEMO – gives permission. ADVANTAGES OF A MEMO It reaches a large number of readers at the same time. It provides a written record that can be accessed any time. It allows a detailed and accurate delivery of message. DISADVANTAGES OF A MEMO It is not ideal to convey complex topics since memos are generally used for short texts. It takes time to reach distant branches and offices. It is more expensive than e-mail.  TIPS FOR WRITING A MEMO 1. Use bullets, numbers, 4. Eliminate grammatical 7. Flush the memo heading and letter to list information. and typographical errors. to the left (“to” line, “from” line, subject line, and date line.) 2. Use a positive tone, active 5. Use correct format and 8. Say thank you or state a verbs, and concise wording. structure. directive action (e.g., for your compliance, for your immediate action, for your approval, for your information) at the end of 3. Use heading to improve 6. Put your initials in a the memo. the readability. signature form beside your printed name as sender. ELECTRONIC MAIL (E-MAIL) SIMILAR TO LETTERS AND MEMOS, E-MAILS SERVE MANY PURPOSES. IT CAN BE USED TO GIVE DIRECTIONS, TO TRANSMIT DOCUMENTS, TO RECORD IMPORTANT DATA AND INFORMATION, TO CONFIRM REQUESTS, TO EXPLAIN PROCEDURES, TO MAKE RECOMMENDATIONS, TO INQUIRE, AND TO SUBMIT FEASIBILITY AND STATUS REPORTS. ADVANTAGES OF E-MAIL 1. It reaches the target reader fast. 2. It confirms an acceptance or rejections easily. 3. It is less costly than letters and memos. 4. It can easily reach the farthest part of the globe. 5. It is environment-friendly. 6. It is easier to document. DISADVANTAGES OF E-MAIL 1. It is prone to hacking and technical glitches. 2. It can cause information overload. 3. It can be used to transmit computer virus. Make the subject line informative or descriptive of the memo content. Keep the subject line simple and short. Do not change the subject line when you are replying to an e-mail. The “to” line should contain the names of the primary readers. TIPS FOR WRITING AN Ensure the correctness of the e-mail address of the recipients. E-MAIL OR A MEMO Make the file name of the attached document meaningful. Never use “all caps” in the main text. State our purpose in the first sentence of the memo. If the message is sensitive, compose it first using the word processor. TIPS FOR WRITING AN Avoid emoticons and informal jargons like LOL and BRB in formal memos. E-MAIL OR A MEMO