Business Communications
Types of Communication
•
In Person
– In the office
– At a trade show
•
Online
– Email advertising
– Email
– Web page
•
Social Media
– Facebook
– Twitter
•
•
Phone
Written Correspondence
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Letter
Memo
Newsletter
Flyer
Advertising
Written Business Communication
• Internal
– Memo
– Email
• External
– Business Letter
– Email
• Both
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PowerPoint
Charts and Graphs
Social Media
Newsletters
Parts of a Standard
Memo
Addressee:
Who the letter is
written to
Memo Author:
Who wrote the
memo
Date: When
written
Subject: What
the memo is
about
Body: content
Closing: typist
initials,
enclosure,
closing
Memo Format
•
•
•
•
All lines begin at left margin
Double space all but body
1” margins
Remove “space after”
– Word sets it to 10 by default
• Proofread carefully
• Use Enclosure notation
– Indicates something is enclosed in envelope with
memo
Sample Memo
TO:
All New Vehicle Sales Personnel
FROM:
Sarah Matthews, New Vehicle Sales Chief
DATE:
September 20, 2006
SUBJECT:
Discounting Vehicles
As you know sales have been sluggish and to make room for new 2007
arrivals we will be adding a sales incentive on the light blue Monsta sitting in
the back row. The car has been sitting there for a few months with few
inquiries. A $4000 bonus will be given to the employee who successfully sales
the car in a timely fashion.
pk
Memo Rubric
Formatting Standard
Memo
Formatting Template
Memo
Mechanics for Memo
4
• Memo keyed
• Heading double
spaced
• Writers initials lower
case
• Heading info aligned,
tab used at 1.25 inch
• Double space between
memo parts and
single space body
• Memo keyed
No spelling, grammar or
• Heading double
punctuation errors
spaced
• Writers initials
• Heading info
aligned, tab used at
1.5 inch
• Double space
between parts
single space body
3
4/5 present
4/5 present
One error from above
2
3/5 present
3/5 present
Two errors from above
1
2/5 present
2/5 present
Three errors from above
0
Not keyed or too many
errors to be mailable
Not keyed or too many Not keyed or too many errors to
errors to be mailable
be mailable
Skills for Effective Writing
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•
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•
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•
•
•
Keep it simple
Write from outline
Keep audience in mind
Be precise and concise
Be formal, brief
Omit slang and clichés
Reduce redundancy
Use short familiar words and avoid exaggeration
Edit carefully
Assignment 1 Memo
• Write a memo to the principal
• Subject can be anything you would like to share
(within reason). It should be professionally
written and addressed in third person
• Use the format given in the template prepared in
class
• Use the rubric to review the memo’s completion
• Edit the memo for grammar
• Save as lastname assignment 1
Assignment 2 Memo
• Write a memo to the instructor using the
format given
• Use the rubric to grade the memo
• Edit the memo for grammar
• Save as lastname assignment2
Assignment 3
Memo 2 as Word Template
• Go to http://office.microsoft.com/en-us/templates/
• Type in word memorandum template in the search box and
select one of the templates to download
• When it downloads it will automatically open in the word
document
• Remove any parts of the template that do not seem
professional to use or do not fit your purpose
• Change the font to Times New Roman 12
• Enter the same information as was used in Memo 1 for the
principal including the information in the body which can
be copied.
• Save as last name assignment3
Parts of
Letter
Formal Letter Parts
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•
•
•
•
•
•
•
•
•
•
•
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Date
4 hard returns (3 blank lines)
Inside Address
2 hard returns (1 blank line)
Salutation
2 hard returns (1 blank line)
Body
2 hard returns (1 blank line)
Complimentary Close
4 hard returns (gives 3 blank lines)
Writer’s name (1HRT)
Writer’s title (2 HRT)
Enclosure notation
Rubric Letter Writing
Format
Content: message and tone
4
• All components of business letter
are present
• Letter is single spaced and
appropriate spacing has been used
between parts of letter
• Correct margins (1”) are used
• Message parts present: person
addressed, nature of problem, how it was
discovered, what will satisfy the writer,
how to reach writer
• Uses formal tone
• Uses appropriate language, grammar and
punctuation
3
One thing missing from above
One thing missing from above
2
Two missing from above
Two missing from above
1
Three missing from above or not done
in mailable format
Three missing from above or not done in
mailable format
Assignment 4 Letter #1
Prepare a Letter Use Body of
Memo for Body of Letter
• Prepare a letter to an administrator within the
district and use the body of the memo from
assignment 1 as the body in the letter.
• Use the letter template and appropriate rules for
letters parts and spacing to properly format the
letter.
• Text should be Times New Roman and font size 12
Assignment 5
• Use the same letter format as assignment 4
EXCEPT
• Use 5C P52 information as letterhead, inside
address, body, and closing
Assignment 6
• Use the same letter format as assignment 5
EXCEPT
• Use 5F Invitation inserting the file as explained
• BE CERTAIN TO INSERT A FILE NOT COPY
Assignment 7
• Use memo format given combined with Fax
cover page 62 and create the fax memo sheet
as shown
Assignment 8
• Complete 5J Loft Letter
– Instructions are in PDF format
– How the letter looks in the end is in PDF format
– Data to be inserted is saved in a word file named
w05J Loft Letter
– The image for the letterhead is in the 5J Loft Letter
folder
– Save in Loft Letter student folder
Assignment 9
Chapter 5 Save As Assignment
• The assignment is found on the web page with
the same name as above
• In this assignment students explore the
different ways to save with Word
• Nothing is printed.
• When finished, you should have a folder on
the M drive with 4 files in it. I have one there
as an example.