A Brief Presentation on Business Communications

1. Notes for Business Foundations Business Communications

4. Communications Unit Memos Personal Business Letters Business Letters Reports Tables

5. 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

6. 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

7. 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.

8. 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).

9. 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.

10. 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)

11. 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

12. 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”.

13. Professional Template

14. 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.

19. 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.

20. Title Page Example

21. 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

22. 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.

23. Using these tips, you can excel in communications for your business!