Week 6 -Business Communication Documents-2

8/8/2019 Week 6 -Business Communication Documents-2

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BUSINESSCOMMUNICATION

DOCUMENTS


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Topics

Business Letters Business Letter Formats Points to Remember Other Types of Business Letters Other Types of Business Documents

Electronic Mail


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Business Letters - Purpose

Record-keeping role; thread of communication (about something)

A guide for others who are involved, orthose conducting follow-up tasks (historyprovides context)

Document a project, product, service, etc.


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Purpose of a Letter - Examples

Query an orders progress Request company catalogue/pricelist

Suggest a plan or meeting Acknowledge receipt of something Respond to an earlier communication Inform somebody about something Provide information that was requested


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Business Letter Formats

1 margins (all 4 edges) for long letters;1.5 at sides (if short, especially page #2)

Blocked Every line, including date and closing lines, is

left-justified


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Points to Remember

Get to the point quickly, establish "the topic at hand" The subject is often stated in the "regarding" line

which is normally centred, underlined, and placedimmediately before the salutation line E.g., Re; Contract #23 Piping and Wiring

If unsure of gender or title of addressee, simply use a

"Subject:" line instead of the "salutation" line, andomit the closing line (AMS style)


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Points to Remember The "initial" line (e.g., BRP/ky) is used to

distinguish the sender (BRP) from thetypist (ky); it is not used when both initials

would refer to the same person The "cc:", or "carbon-copy", line is used to

list the names and titles (dept., co., etc.) of other people who will be sent copies of thesame letter


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Other Lines in Letters Attn: usually on the envelope (lower left corner)

and in the letter (above the salutation) Encl. referred to in the 1 st paragraph

e.g., Please find enclosed, our new product brochurefor the next year.

Continuation line header line on subsequentpages; contains addressees name (left-justified)

page number (centred), date (right-justified)


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Other Types of Business Letters

Letter of Transmittal, Cover Letter used to identify, introduce, clarify, summarize

or accompany an enclosed document

Letter of Complaint, Request, Response to the point, polite but not flowery

provide context or status in first paragraph Letter of Intent (or Agreement)


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Other Business Documents Business Plan, Cash Flow Projection Tender (or Request for Proposal) Progress Report, Technical Report Announcement Memorandum (memo) Feasibility Study/Analysis/Report Merger/acquisition Documents

Budget, Financial Statements Quarterly/Annual/Semi-Annual Reports


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Other Business Documents Contract

service or asset terms of consideration

terms of re-negotiation expiry, default actions, penalties parties bound

Proposal (long v. short)


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Electronic Mail E-signature (phone, e-mail, title, URL)

Attachments Forwarding (attachments often omitted)

Reply (to sender or all recipients) Exercise judgment when using included text;

edit if necessary, to provide context or thread

Formatting - minimal