Notes for Business Foundations Business Communications
<ul><li>Date - Spell out the month! </li></ul><ul><li>Letter Address - Address that you are mailing to </li></ul><ul><li>Salutations - Greeting! (Dear Mr. and Mrs. Robins; To Whom It May Concern, etc) </li></ul><ul><li>Body - Each paragraph is SS* but DS* between paragraphs, do not indent- the body is typically 3 paragraphs in length </li></ul><ul><li>Complimentary Close - Sincerely, Cordially (NO COMMAS!) </li></ul><ul><li>Writer’s Name and Title (Jessica Kline, Manager) </li></ul><ul><li>Signature - Only sign if you wrote the letter </li></ul><ul><li>Reference Initials - If you typed the letter but did not write it (ex: ns) </li></ul><ul><li>Enclosure Notation - When sending something with the letter (hockey tickets, rough draft of drawing plans, etc) </li></ul>Parts of a Letter *SS = Single Spaced *DS = Double Spaced
<ul><li>Paragraph One : General Information, the “Ice Breaker” </li></ul><ul><li>Paragraph Two : Explain why you are writing the letter; give details </li></ul><ul><li>Paragraph Three : Explain what you want done; what action you want to take place </li></ul>How to Write the 3 Paragraphs
Communications Unit Memos Personal Business Letters Business Letters Reports Tables
The purposes of a personal business letter is for individuals to communicate with businesses about NON-work related issues. Spacing for personal business letters is exactly the same as business letters. Everything will be double spaced except for two places: after the date and after the complimentary closure. The biggest difference between these two letters is personal business letters DO NOT have a letterhead. Instead, a return address is given immediately following the writer’s name. Personal Business Letters MAIN MENU
Business Letters A business letter is a way for businesses to communicates with other businesses or their customers/clients. Walgreen writes to their delivery company to inform them that 5 shipments in the past month have been late. Nissan writes a letter to their customers informing them of a sales promotion. MAIN MENU
Letterhead The letterhead is the top two inches of a business letter. The letterhead includes the company’s logo (symbol), name, address, and phone number. It may also include a fax number or e-mail address. Letterheads make it easy for the recipient to contact the company with any questions or concerns.
Important Spacing Features Create the letter between the letterhead and the bottom of the page. The entire letter is in DOUBLE-SPACE (one blank line) between paragraphs except for two parts: - After the date: 3 blank lines. - After the complimentary close: 3 blank lines (for the writer to sign the letter).
Letterhead Example Letterhead is within the top two inches of the page! HINT~ Change all the margins to 0.5” by going to page setup.
Comparison Letterhead Date (QS) Letter Address Salutation Body Complimentary Closure (QS) Writer’s Name and Title Reference Initials Enclosure (if any) Business Letter Personal Business Letter Date (QS) Letter Address Salutation Body Complimentary Closure (QS) Writer’s Name Return Address Enclosure (if any)
Memos Definition : A quick and easy way to communicate within a company- most are done electronically. MAIN MENU Piracy fight against the East India Trading Co. Tomorrow at dawn
Template Directions for Memos Step 1: Open a Microsoft Word Document. Step 2: From the File Menu, choose “New Document”. Step 3: Choose “On My Computer Templates”. Step 4: Choose the “Memo” tab. Step 5: Select the “Professional Memo”.
Parts of a Memo TO: The person, persons, or department the memo is sent to. (ex: Captain Jack Sparrow, Captain Elizabeth Swann, Captain Hector Barbossa, Planning Department) FROM: The person sending the memo. CC: Carbon Copy- an additional copy of the memo will be sent out. (Delete completely if notation is not used!) DATE: The day the memo is sent. RE: Regards/Regarding. It is a short description about the memo.
Parts of a Memo <ul><li>Paragraphs : </li></ul><ul><li>Do not indent the paragraphs (block style). </li></ul><ul><li>Double-Space (DS) between paragraphs (one blank line). </li></ul><ul><li>Each paragraph is single-spaced (SS- no blank lines). </li></ul><ul><li>Typist Initials : Lower case, no periods- used when someone other than the FROM person types the memo (DS after the last paragraph). </li></ul>
Tables <ul><li>Insert the title of the table first. (ex: Sales for 1 st Semester) </li></ul><ul><li>Choose table from Menu bar and select “Insert”. </li></ul><ul><li>Choose the correct amount of rows and columns needed. </li></ul>MAIN MENU Tables help organize information in an easy, more clear way of communication.
Tables <ul><li>Titles are ALL CAPS, BOLD, and Centered. </li></ul><ul><li>Double Space after the Title. </li></ul><ul><li>Tables should be centered. </li></ul><ul><li>Numbers are right aligned. </li></ul>
Reports <ul><li>Title Page </li></ul><ul><li>Secondary Title Page </li></ul><ul><li>Body </li></ul><ul><li>Works Cited Page </li></ul>MAIN MENU
Title Page Set margins at 1” for the top and 1” for the sides. Includes the title of the report, your name, company name, and date. Title is 2” from the top, ALL CAPS, BOLD , & Centered. At 5” from the top, type your name in “normal” style, DS, and type your school name…at 9” from the top, type the date. All text is centered horizontally.
Body of Report On the first page the title is 2” from the top, ALL CAPS, BOLD, & Centered. QS down and start typing, On each page thereafter, your typing starts at 1” from the top. Type your last name and the page number in the upper right hand corner [i.e.: Satapathy 1] ***Use a textbox! Paragraphs are in DS (Format-Paragraph-Line Spacing- Double) Don’t forget to indent each new paragraph! Ship Analysis
Works Cited Page The title WORKS CITED is in ALL CAPS, BOLD, & Centered (QS Down to start text). Title is 2” from the top. This page is separate from the report. References are listed in alphabetical order. Indent the second line. Use DS between citations.
Using these tips, you can excel in communications for your business!