Midterm Reviewer PDF

Midterm Reviewer Weeks 7-8 Topics Covered: 1. 7 C's of Business Communication These are principles that enhance the effectiveness of communication in business settings. o Concise Messages should be brief and to the point, avoiding unnecessary words while still deliver...

Midterm Reviewer Weeks 7-8 Topics Covered: 1. 7 C's of Business Communication These are principles that enhance the effectiveness of communication in business settings. o Concise Messages should be brief and to the point, avoiding unnecessary words while still delivering complete information. o Clear Clarity is essential to avoid misunderstandings. The message should be easy to understand and focus on a single goal. o Correct Ensures that the information provided is accurate and free of errors, helping to build trust and prevent confusion. o Concrete The message should be specific and backed by facts or examples, avoiding vague statements. o Complete A complete message provides all necessary information, allowing the recipient to take the desired action. o Courteous Politeness and respect should be reflected in communication, considering the recipient’s feelings and viewpoints. o Coherent The communication should be logical, with all parts of the message connected and relevant to the main topic. 2. Directions of Communication The flow of communication within an organization can occur in various directions: o Vertical Communication Information moves up or down the hierarchy, typically in formal settings. It can be categorized as:  Downward Communication: From top-level management to subordinates,  conveying decisions, policies, or instructions.   Upward Communication: From employees to management, often providing feedback or updates on tasks. o Horizontal Communication Occurs between colleagues or departments at the same level, promoting coordination and collaboration across teams. 3. Business Writing Skills Business writing is crucial for clear and professional communication in the corporate world. It plays a role in various tasks such as writing proposals, letters, emails, and reports. Mastery of these skills ensures that communication is effective, appropriate for the context, and free of ambiguity. 4. Parts of a Business Letter Business letters follow a formal structure to convey professionalism. The key components are: o Letterhead Displays the company's name, address, contact information, and logo, projecting a professional image. o Date Line Indicates when the letter was written, placed below the letterhead. o Inside Address Contains the recipient's name, position, company, and address. o Salutation The greeting of the letter, which varies in formality depending on the relationship with the recipient. o Body The main content of the letter, presenting the message or information in a clear and structured manner. o Complimentary Close A polite phrase to end the letter, such as "Sincerely" or "Respectfully yours."  o Signature Line Includes the writer’s name, title, and signature. o Notations Additional details like attachments (Enclosure), CC (Carbon Copy), or BCC (Blind Carbon Copy). 5. Formats or Styles of Business Letters The layout of business letters can vary based on the level of formality and the purpose. Some common formats include: o Full Block Style All parts of the letter are aligned to the left margin, which is the most commonly used format. o Modified Block Style Similar to the full block style, but the date line and complimentary close are aligned to the center or right. o Semi-Block Style The paragraphs in the body are indented, making this format slightly less formal. o Indented/Traditional Style All paragraphs are indented, commonly used in older formal letters. o Hanging Style The first line of each paragraph is aligned to the left, and subsequent lines are indented. o Memorandum Style A more informal style, often used for internal communications, where the subject and recipient details are prominently placed. Week 9 Topics Covered: 1. Introduction to Business Letters Business letters are formal communications used in the workplace. They serve various purposes and differ from informal letters. Understanding the types of business letters is crucial for effective communication in professional settings. 2. Types of Business Letters Several types of business letters are used depending on the purpose of communication.   Letter of Inquiry  Used to request information about products, services, or other specific matters. It typically begins with a summary statement or question and includes details about the information sought.   Example: Asking for product availability, pricing, or catalog information from a supplier.     Letter of Reply or Response Written in response to an inquiry, providing the requested information. The tone is cordial, and it includes detailed answers to the questions posed in the inquiry.   Example: Responding to an inquiry about product details, confirming availability, and offering promotional discounts.    Letter of Order This letter is used for placing an order for products or services. It includes descriptions of items, quantities, payment details, and delivery instructions.   Example: Ordering a specific quantity of fabric or equipment with clear item details and shipping preferences.    Letter of Complaint and Adjustment o Letter of Complaint: Sent when there is a grievance about a product or service. The purpose is to inform the company about the issue and seek a resolution. o Letter of Adjustment: A response to a complaint, offering a solution such as a refund, replacement, or other compensation.  Example: Complaining about damaged goods and requesting replacements; the response offers an apology and outlines steps for resolving the issue.   Letter of Transmittal or Cover Letter Accompanies documents or items sent to a recipient, explaining what is being sent and why. It serves a similar purpose as a preface and often establishes goodwill.   Example: A transmittal letter accompanying a project report, explaining its contents and purpose.  Key Insights:   The type of business letter depends on the purpose (inquiry, order, complaint, etc.).   Each business letter follows a formal structure and can be formatted using styles such as Full Block, Modified Block, or Semi-Block