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Business Correspondence memo, fax, email

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  • Custom animation effects: text rebound(Intermediate)To reproduce the text effects on this slide, do the following:On the Home tab, in the Slides group, click Layout, and then click Blank.On the Insert tab, in the Text group, click TextBox. Drag to draw a text box on the slide.In the text box, enter text and select it. On the Home tab, in the Font group, do the following:In the Font list, select Corbel.In the FontSize box, enter 50. Click Bold.On the Home tab, in the Paragraph group, click Center. Select the text box on the slide. Under DrawingTools, on the Format tab, in the WordArtStyles group, click MoreWordArt, and then under Appliesto All Text in Shape click Fill - Accent 1, Plastic Bevel, Reflection (first row, fifth option from the left).To reproduce the animation effects on this slide, do the following:On the View tab, in the Zoom group, click Zoom, and then in the Zoom dialog box, select 66%. On the Animations tab, in the Animations group, click CustomAnimation. On the slide, select the text box. In the CustomAnimation task pane, do the following:Click AddEffect, point to Entrance, and then click MoreEffects. In the AddEntranceEffects dialog box, under Subtle, click Fade.Select the animation effect (fade effect for the text box). Under Modify: Fade,do the following:In the Start list, select WithPrevious.In the Speed list, select Fast. Click AddEffect, point to MotionPath, point to DrawCustomPath, and then click Freeform. Press and hold SHIFT, and then do the following to draw the freeform line on the slide: Click the first point in the center of the text box.Click the second point on the right edge of the text box.Double-click the third and final point 2” beyond the left edge of the slide.In the Custom Animation task pane, select the custom path effect. Under Modify: Custom Path,do the following:In the Start list, select WithPrevious.In the Speed list, select Medium. On the slide, right-click the motion path on the slide, and select ReversePathDirection.To reproduce the background effects on this slide, do the following:Right-click the slide background area, and then click Format Background. In the Format Background dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following:In the Type list, select Radial.Click the button next to Direction, and then click From Center (first row, second option from the left). Under Gradient stops, click Add or Remove until two stops appear in the drop-down list.Also under Gradient stops, customize the gradient stops that you added as follows:Select Stop 1 from the list, and then do the following:In the Stop position box, enter 0%.Click the button next to Color, and then under ThemeColors click White, Background 1 (first row, first option from the left). Select Stop 2 from the list, and then do the following: In the Stop position box, enter 100%.Click the button next to Color, click MoreColors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 200, Green: 209, and Blue: 218.
  • Custom animation effects: dotted line with text fade by letter(Basic)To reproduce the text effects on this slide, do the following:On the Home tab, in the Slides group, click Layout, and then click Blank.On the Insert tab, in the Text group, click Text Box, and then on the slide, drag to draw a text box that spans the entire width of the slide.On the Insert tab, in the Text group, click Symbol. In the Symbol dialog box, do the following:In the Font list, select (normal text).In the Subset list, select General Punctuation.In the Character Code box, enter 2022 to select BULLET, and then click Insert.Click Insert 33 more times until there is a row of 34 bullets in the text box. In the text box, select the text, and then on the Home tab, in the Font group do the following:In the Font list, select ArialBlack.In the FontSize list, select 44.Click the arrow next to FontColor, and then under ThemeColors click White, Background 1 (first row, first option from the left).On the Home tab, in the Drawing group, click Arrange, point to Align, and then do the following:Click Align to Slide.Click AlignCenter.Click AlignMiddle.On the Insert tab, in the Text group, click TextBox. Drag to draw a text box on the slide.Enter and select the text. On the Home tab, in the Font group, do the following:In the Font list, select Corbel.In the FontSize box, enter 50.Click the arrow next to FontColor, and then under ThemeColors click White, Background 1 (first row, first option from the left).Click Bold.With the text still selected, on the Home tab, in the Paragraph group, click Center.Select the second text box. On the Home tab, in the Drawing group, click Arrange, point to Align, and then do the following:Click Align to Slide.Click AlignCenter.Click AlignMiddle.To reproduce the background effects on this slide, do the following:Right-click the slide background area, and then click Format Background. In the Format Background dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following:In the Type list, select Radial.Click the button next to Direction, and then click From Center (third option from the left). Under Gradient stops, click Add or Remove until two stops appear in the drop-down list.Also under Gradient stops, customize the gradient stops that you added as follows:Select Stop 1 from the list, and then do the following:In the Stop position box, enter 0%.Click the button next to Color, and then under ThemeColors select Blue, Accent 1, Darker 25% (fifth row, fifth option from the left). Select Stop 2 from the list, and then do the following: In the Stop position box, enter 100%.Click the button next to Color, and then under ThemeColors select Black, Text 1 (first row, second option from the left). To reproduce the animation effects on this slide, do the following:On the Animations tab, in the Animations group, click CustomAnimation. On the slide, select the first text box. In the CustomAnimation task pane, do the following:Click AddEffect, point to Entrance, and then click MoreEffects. In the AddEntrance Effect dialog box, under Basic, click Fly In.Select the animation effect (fly-in effect for the first text box). Click the arrow to the right of the selected effect, and then click EffectOptions. In the Fly In dialog box, do the following:On the Effect tab, do the following:In the Direction list, select FromLeft.In the Animatetext list, select ByLetter.In the % delay between letters box, enter 10.On the Timing tab, do the following:In the Start list, select WithPrevious.In the Speed list, select 0.5 seconds (Very Fast).On the slide, select the first text box. In the CustomAnimation task pane, do the following:Click AddEffect, point to Exit, and then click MoreEffects. In the Add Exit Effect dialog box, under Subtle, click Fade. Select the second animation effect (fade effect for the first text box). Click the arrow to the right of the selected effect, and then click EffectOptions. In the Fade dialog box, do the following:On the Effect tab, do the following:In the Animatetext list, select ByLetter.In the % delay between letters box, enter 10.On the Timing tab, do the following:In the Start list, select WithPrevious.In the Delay box, enter 1.5.In the Speed list, select 0.5 seconds (Very Fast).On the slide, select the second text box. In the CustomAnimation task pane, do the following.Click AddEffect, point to Entrance, and then click MoreEffects. In the AddEntranceEffect dialog box, under Subtle, click Fade.Select the third animation effect (fade effect for the second text box). Click the arrow to the right of the selected effect, and then click EffectOptions. In the Fade dialog box, do the following:On the Effect tab, do the following:In the Animatetext list, select ByLetter.In the % delay between letters box, enter 6.On the Timing tab, do the following:In the Start list, select WithPrevious.In the Delay box,enter 2.In the Speed list, select 0.5 seconds (Very Fast).
  • Custom animation effects: dotted line with text fade by letter(Basic)To reproduce the text effects on this slide, do the following:On the Home tab, in the Slides group, click Layout, and then click Blank.On the Insert tab, in the Text group, click Text Box, and then on the slide, drag to draw a text box that spans the entire width of the slide.On the Insert tab, in the Text group, click Symbol. In the Symbol dialog box, do the following:In the Font list, select (normal text).In the Subset list, select General Punctuation.In the Character Code box, enter 2022 to select BULLET, and then click Insert.Click Insert 33 more times until there is a row of 34 bullets in the text box. In the text box, select the text, and then on the Home tab, in the Font group do the following:In the Font list, select ArialBlack.In the FontSize list, select 44.Click the arrow next to FontColor, and then under ThemeColors click White, Background 1 (first row, first option from the left).On the Home tab, in the Drawing group, click Arrange, point to Align, and then do the following:Click Align to Slide.Click AlignCenter.Click AlignMiddle.On the Insert tab, in the Text group, click TextBox. Drag to draw a text box on the slide.Enter and select the text. On the Home tab, in the Font group, do the following:In the Font list, select Corbel.In the FontSize box, enter 50.Click the arrow next to FontColor, and then under ThemeColors click White, Background 1 (first row, first option from the left).Click Bold.With the text still selected, on the Home tab, in the Paragraph group, click Center.Select the second text box. On the Home tab, in the Drawing group, click Arrange, point to Align, and then do the following:Click Align to Slide.Click AlignCenter.Click AlignMiddle.To reproduce the background effects on this slide, do the following:Right-click the slide background area, and then click Format Background. In the Format Background dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following:In the Type list, select Radial.Click the button next to Direction, and then click From Center (third option from the left). Under Gradient stops, click Add or Remove until two stops appear in the drop-down list.Also under Gradient stops, customize the gradient stops that you added as follows:Select Stop 1 from the list, and then do the following:In the Stop position box, enter 0%.Click the button next to Color, and then under ThemeColors select Blue, Accent 1, Darker 25% (fifth row, fifth option from the left). Select Stop 2 from the list, and then do the following: In the Stop position box, enter 100%.Click the button next to Color, and then under ThemeColors select Black, Text 1 (first row, second option from the left). To reproduce the animation effects on this slide, do the following:On the Animations tab, in the Animations group, click CustomAnimation. On the slide, select the first text box. In the CustomAnimation task pane, do the following:Click AddEffect, point to Entrance, and then click MoreEffects. In the AddEntrance Effect dialog box, under Basic, click Fly In.Select the animation effect (fly-in effect for the first text box). Click the arrow to the right of the selected effect, and then click EffectOptions. In the Fly In dialog box, do the following:On the Effect tab, do the following:In the Direction list, select FromLeft.In the Animatetext list, select ByLetter.In the % delay between letters box, enter 10.On the Timing tab, do the following:In the Start list, select WithPrevious.In the Speed list, select 0.5 seconds (Very Fast).On the slide, select the first text box. In the CustomAnimation task pane, do the following:Click AddEffect, point to Exit, and then click MoreEffects. In the Add Exit Effect dialog box, under Subtle, click Fade. Select the second animation effect (fade effect for the first text box). Click the arrow to the right of the selected effect, and then click EffectOptions. In the Fade dialog box, do the following:On the Effect tab, do the following:In the Animatetext list, select ByLetter.In the % delay between letters box, enter 10.On the Timing tab, do the following:In the Start list, select WithPrevious.In the Delay box, enter 1.5.In the Speed list, select 0.5 seconds (Very Fast).On the slide, select the second text box. In the CustomAnimation task pane, do the following.Click AddEffect, point to Entrance, and then click MoreEffects. In the AddEntranceEffect dialog box, under Subtle, click Fade.Select the third animation effect (fade effect for the second text box). Click the arrow to the right of the selected effect, and then click EffectOptions. In the Fade dialog box, do the following:On the Effect tab, do the following:In the Animatetext list, select ByLetter.In the % delay between letters box, enter 6.On the Timing tab, do the following:In the Start list, select WithPrevious.In the Delay box,enter 2.In the Speed list, select 0.5 seconds (Very Fast).
  • Transcript

    • 1. Seminar-Workshop on Business CorrespondenceOctober 9-10, 2012Bureau of Fisheries and Aquatic Resources- IV-A,Venue: National Irrigation Agency
    • 2. •••••Memorandum•••••••••••••••••••••••••••••
    • 3. Why learn about writing memos?• Important form of corporatecommunication• Clear and concise communication ofcomplex subjects• Writing style and approach applicable toother communications, such as email
    • 4. Purpose of a memo• “solve problems” by:– informing– persuading– refuting– arguing– analyzing– …• Recipients: one person, severalpersons, one or more groups, a wholecommunity
    • 5. Purpose of a memo• “solve problems” by:– informing– persuading– refuting– arguing– analyzing– …• Recipients: one person, severalpersons, one or more groups, a wholecommunity
    • 6. Functions of MemosAnnouncing a company policy or planChanging a policy or procedureOffering information (FYI)Setting an agendaMaking a requestExplaining a procedure or givinginstructionsClarifying or summarizing an issue
    • 7. Functions of MemosAlerting readers to a problem or a deadlineConfirming the outcome of a conversationCalling a meetingReminding readers about ameeting, policy, or procedureCirculating minutes of a meeting
    • 8. Functions of MemosProviding documentationProviding suggestions orrecommendationsDocumenting, for your ownprotection, what you did or did not doSummarizing a long report or proposalCongratulating a co-workerResigning your post
    • 9. General rules• Keep your audience in mind.• Follow a structure.• Follow an outline.• Get to the point early.• Revising is easier than writing perfectly the firsttime.• Follow style guides and writing manuals.
    • 10. Memo planHeaderSubject lineOpening paragraphSupportingdetails/explanationClosing}}
    • 11. Header• To: recipient (individual orgroup)• From: you/office• CC: more recipient(s)• Date:• Use correct names/designations for recipients.• Include titles when appropriate, for all recipientswhen possible.
    • 12. • The identifying information includes thefollowing linesTO:FROM:DATE:SUBJECT:Memo FormatIf your memo is going to more than onereader, make sure you list them in the order oftheir status in your companyWrite your name (and job title, if necessary for thereader.) You may write your initials after yourtyped name to verify the memo comes from youGive the full calendar dateThis serves as the title line of your memo.Summarize your message/purpose precisely
    • 13. Memo Protocol and Company Politics• Regardless of where you work, youremployer will expect your memos to betimely, professional, and tactful• Most companies have their own memoprotocol– Accepted ways in which in-housecommunications areformatted, organized, written, and routed
    • 14. Memo Format• Some companies use a standard formwhile others have their memo printed ontheir letterheads• The memo may be on a half sheet or a fullsheet• Basically, the memo consists of two parts– The identifying information at the top– The message itself
    • 15. 4–16Memo Style and Tone• The style and tone of your memo will becontrolled by the audience within yourcompany or agency– Casual tone• When writing to a co-worker whom you knowwell– Formal tone• When writing to a managerRemember that your employer and co-workers deserve the sameclear and concise writingthat your customers do
    • 16. Subject line• Probably the most important part of yourmemo.• Summarize the intent of your memo, e.g.:– “Request for assistance with grant project”– “Consequences of recent material thefts”• Specific, concise and to the point
    • 17. Opening paragraph• Complete summary of your memo• provide:– context– task/action/request– summary of the rest of the memo• Best: put your intent into the first sentence
    • 18. Supportingdetails/explanation• Maintain a global structure, such asfindings  implications  action items• Arrange facts in a logical order• Don’t provide more detail than necessary• Use bullet points where appropriate• Use correct structure bullet points
    • 19. Closing• If necessary, summarize what you wantrecipient(s) to do.• Provide clear instructions, includingdeadlines where applicable.• Provide further references/contactinformation when appropriate.
    • 20. Memos, Faxes, and E-Mails1. Each is streamlined for the busy world ofwork.2. They give busy readers information fast.3. Even though they are routine, they stilldemand a great deal of your thought andtime.
    • 21. Strategies for Organizing a Memo1. Introduction– Tell readers clearly about what prompted you to write– Explain briefly any background information needed– Be specific2. Discussion– State what is important, who will be affected, what caused it– Indicate why changes are necessary– Give precise dates, times, locations, and costs3. Conclusion– Request a reply by a specific date– Provide a list of recommendations– Ask readers to call if they have questions
    • 22. Organizational Markers• Headings– Organize your work and make information easy forreaders to follow• Numbered or bulleted lists– Help readers see comparisons and contrastsreadily and thereby comprehend your ideas morequickly• Underlining or boldfacing– Emphasizes key points. Do not overuse thistechnique; draw attention only to main points andthose that contain summaries or draw conclusionsHeadingBulletedListUnderlining
    • 23. •••••E-mail•••••••••••••••••••••••••••••
    • 24. E-Mail• E-mail is easy and immediate.• Should not replace formal letters• You can send a variety of documents via e-mail.– Memos– Correspondence– Pictures– Video clips– Soundbites– Various tables, lists, and statistical files
    • 25. Business E-Mail versusPersonal E-Mail• Employers own their Internal e-mailsystems and thus have the right to monitorwhat you write and to whom• Any e-mail at work can besaved, stored, forwarded, and mostsignificantly, interceptedAlways remember that your e-mail could be forwarded to peopleyou did not intend to send it to
    • 26. Guidelines for Using E-Mail• Make sure your e-mail is confidential andethical• Observe all the proprietary requirementswhen using e-mail• Follow all the rules of “Netiquette” whenanswering e-mail• Use an acceptable format• Adopt a professional style• Insure that your e-mail is secure
    • 27. E-Mail versus Memos or LettersE-Mail Memo LetterBrief messages X XInformal X XFormal XLegal record X XRelaxed tone X XConfidential material X XMultiple pages XReports X XIn-house messages X XProofreading X X X