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BUSINESS CORRESPONDENCE
SEMINAR
MYR 2011
RG Meditron, Inc.
July 27, 2011
BUSINESS CORRESPONDENCE
Business has three primary means
of sending and receiving written
information:
1. Letters
2. Memos
3. Reports
1. Is structurally complete
2. Achieves its purpose quickly,
clearly, and effectively.
(2) Clear
(3) Complete
(4) Concise
(5) Correct
reasons for refusing or for giving the bad news. Begin with your
best reason for refusal, go on to the next best, and so on. After
giving the explanation, use a middle paragraph for the actual
refusal. What is important is that the reader gets the message
clearly.
Reader
Reaction
Message
Approach
Good-News
Direct
Bad-News
Indirect
Neutral /
Informational
Direct
Persuasive
Persuasive
Reader will be
displeased.
STEP 2
Jot down all points to be covered in Message to accomplish
primary and Secondary purposes
Example:
Brainstorming List
Itemize paper, printing, collating, and Shipping
costs for 750, 1,000, and 1,250 copies. Victory
to supply binders.
STEP 3
Cross out any items from the list made in Step 2 that can be
omitted without sacrificing friendliness or completeness. Watch for
repetitious ideas that brainstorming often
produces.
Example:
Edit Brainstorming List
Draw a line through Speedy delivery. You
already listed Delivery within ten days.
STEP 4
Choose the best approach. reaction and appropriate approach
(direct, indirect, or persuasive).
Example:
Reference line
Special mailing notations
On-arrival notations
2. Inside Address
Attention line
Salutation
Subject line
3. Message
Complimentary close
4. Signature Block
Identification initials
Enclosure notation
Carbon copy notation
Postscript
Date Line
__________
Inside Address
__________
__________
__________
Salutation
__________:
_______________________________________________
_______________________________________________
_______________________________
Message
_______________________________________________
_______________________________________________
_______________________________
__________________
Complimentary Close
______________
______________
_______
_______
Signature Block
Typists Initials
Other notations
February 4, 2009
IMG-Q08-472
or
IMG-Q08-472
February 4, 2009
2. Inside Address
Ex.
ABS Corporation
Marketing Division
7341 Dominga Street
Pasay City, 4930
or
Salutation
Ex.
Gentlemen
Dear Mr. (or Ms., Mrs., Miss, Dr., Professor) Nocon
Dear Alfon
*The body of the letter should begin 2 lines below the salutation.
*Paragraphs are single-spaced internally. Double spacing used to separate
paragraphs.
Complimentary Close
Formal
Respectfully yours
Respectfully
Very respectfully yours
General Correspondence
Less Formal
Most Sincerely
Sincerely yours
*If printed letterhead is being used, the name of the firm should not appear below the
complimentary close
* If printed letterhead is not being used, the name of the firm maybe typed all in capitals
2 lines beneath the complimentary close with the first letter of the firms name aligned
directly underneath:
Very truly yours,
Jam Lines, Inc.
Simeon C. Perez
Simeon C. Perez
Dispatcher
*The initials of the typist and sometimes those of the writer are placed 2 lines
below the last line of the signature block and are aligned flush left in all the
letter stylings.
Ex.
FCA
or
FCA/HL
Enclosure Notation
Enclosure
or
cc
cc:
Copy to
Copies to
The Official
Letter Styling
w/ Printed
Executive
Letterhead
MEMORANDUM
MEMORANDUM
DOs
Do carbon copy others within your organization who
need to see your memo.
Do send a memo to people who report directly to you
and let them distribute it within their departments /
divisions.
Do use bullet points and other graphics to identify key
points or issues your addressing.
Always indicate: TO or FOR: / FROM: /DATE:/ SUBJECT:
MEMORANDUM
DONTs
Dont cover too many issues in one memo. Its
better to have a single memo address a single
topic.
Dont send memos to customers or prospects. A
letter is better.
Dont put Dear Mr.
Dont put Sincerely yours
Preferably without Thank you
TO
FROM
: MALINA N. WRONGPA
DATE
SUBJECT
: INCIDENT REPORT
=====================================
Dear Sir,
_______________________________________________
_______________________________________________
_______________________________________________
_______________________________________________
Yours truly,
MALINA N. WRONGPA
/mnw
CC: PVL
MEMORANDUM LAYOUT
MEMORANDUM
Ref. No. HRD 2011-0001
TO
: ALL EMPLOYEES
FROM
DATE
SUBJECT
====================================
_______________________________________________
_______________________________________________
_______________________________________________
_______________________________________________
______
______
/svl
CC:
CFG/LFG/RDG
GUIDE IN A NUTSHELL
To develop your writing ability, you
must do two things:
1. Analyze good and bad examples of
communication.
2. Practice writing business letters,
memos, and reports.
EXERCISES
1. Prepare a proposal letter to a new client using
persuasive approach.
2. Prepare a letter to a client confirming the arrival of their
purchase order using direct approach.
3. Prepare a letter to a client informing that the delivery of
their orders will be delayed.
4. Prepare a memorandum addressed to your immediate
head for hiring an additional staff to your department.