8. Correctness
Grammatic and spelling correctness
Correct titles, names, dates, numbers etc.
Speak the truth and be transparent
Error-free message, proof read it
9. Courtesy
Friendly, open and honest
Use expressions that show respect
Omit expressions that hurt
Helps to strengthen relations
11. Completeness
All communication should be complete
No important information is left out
Action oriented
5 W’s and 1 H- Who, what, where, when, why
and how
12. Hi Jeff,
I wanted to write you a quick note to ask a favor. During
our weekly meetings, your team does an excellent job of
highlighting their progress. But this uses some of the time
available for my team to highlight theirs. I'd really
appreciate it if you could give my team a little extra time
to cover their progress reports.
Thanks so much, and please let me know if there's
anything I can do for you!
Regards,
Phil
14. Business letter
What is a business letter ?
The purpose of business letter ?
It is written in a
formal language
It is the sender’s
representative to the
receiver
It is permanent
record and are
confidential
To enquire
To persuade
To answer a query
to complain
To answer a complaint
To gather information
To inform
15. The effective business letter should ?
Command attention , get results
Easy to read and comprehend
Have right style and tone
Employ C’s of communication
Keep reader in mind / use correct language
Accurate , brief , clear
Legible ,logically presented
21. What is a Memo?
Internal communication
A brief official note
Used to assist memory
Serves as a written record
Very direct and brief in nature
Used only for internal communication
22. Purposes A Memo Serves
Seeking explanation from subordinates
Granting/withholding permission
Confirming unrecorded decisions
Issuing instructions
Requesting help
Communicating policy changes
23. Format Of A Memo
Heading
To (who gets it)
From (who sent it)
Subject (what it’s about)
Date (when it was sent)
CC (Carbon Copy)
Body (conveys message)
Introduction
Main points
Close
25. Memo
To: John Smith, Department Head
From: Jane Summers, CEO
Subject: New Creative Strategy
Date: 17th October 2015
CC: Lucy Wilde, Studio Head
It has come to my notice that the levels of creativity and project
completion have dropped in comparison to our performance to this time last
year. Therefore to ensure that the business gets back on track, I shall be holding
a divisional meeting. The points under discussion would be as follows.
1. Sticking to timescales and achieving all set deadlines
2. Holding monthly, bi-annual and quarterly review sessions with all your teams
3. Revision and adjustment of current targets to face the challenges which the
industry faces
We are optimistic that these measures when implemented will lead to grater
future business and productivity and client satisfaction.
Thank you for your cooperation and commitment to the project. Refer
to memo number 211 for the dates, timing, expected attendees and venue of
the said meeting.
27. What is E-Mail
E-Mail
It is One-to-Many and almost Free
“Writing, the art of communicating thoughts to the
mind through the eye, is the great invention of the
world…enabling us to converse at all distances of time
and space”-Abraham Lincoln
28. Addressing
To: Cc: Bcc:
Greeting
Using a name in the greeting
Is a social nicety
Develops rapport & connection
Professional impression
“Mr. John””
Parts of E-Mail
Mr. John John John Smith
29. Precise headline for the message
Avoid sending e-mail with No subject
Subject
Keep the message focused and readable
Keep it short
Use paragraphs
Avoid fancy typefaces
Message Text
30. Use an appropriate signature
Informative
I. Provide all contact information
Professional
I. Do not include pictures, quotes, animations.
II. Whenever a piece of contact information changes, make
sure your signature updated accordingly.
E-mail Signature
31. Cut and paste relevant parts
Use URL links instead.
Compress large attachments
Reply
Two ways to reply:
Maintain the thread
Create a new message
2 Reply Buttons:
Attachments
Reply Reply All
34. What is Notice ?
Notice is formal written information, notification
or warning about a fact or an invitation to the
concerned person for attending the meeting.
39. CIRCULAR LETTERS
CIRCULARS
Announce
opening of a new
office/branch
Inform staff of
new policy
Introduce new
product lines
Announce
Restructuring
Advertise Special
Offers
Circular letter is one that is sent out to many
people at the same time.
Circular letters may be sent for many reasons
40. CIRCULAR LETTERS
A circular letter is prepared once only
Names, addresses, individual salutations may be inserted after
duplication
Give personal touch
Be brief
41. CIRCULAR LETTERS
Remember the following rules:
Use Dear Mr. Kapoor instead of Dear Reader, Dear Subscriber
or Dear Customer instead of Dear Sir or Madam.
Never use plural form of the salutation – remember one
recipient will read each individual letter.
Create impression of personal interest by using you never our
customers, all customers, our clients, everyone.
42. CIRCULAR LETTERS
Instead of
- Our customers will appreciate
- We are pleased to inform our clients /everyone will be
interested to learn.
Say
- You will appreciate
- We are pleased to inform you
- You will interested be interested learn
43. CIRCULARS ANNOUNCING CHANGES
IN BUSINESS ORGANISATION
Changes in a firm's business arrangements may
be announced by circular letters.
Establishment of new branch
Opening of new business
Expansion of existing business
Change in Business partnerships
Death of a colleague
44. Establishment of a New Branch
Dear
Owing to the large increase in the volume of our trade with India, we have decided to
open a branch in Mumbai. Mr. Rohit Kapoor has been appointed as manager.
Although we hope we have provided you with an efficient service in the past, this new
Branch in country will result in your orders and enquiries being dealt with more promptly.
This new branch will open on 1st November and from that date all orders and enquiries
should be sent to
Mr. Rohit Kapoor, Manager
Tyler & Co Ltd
One BKC
Bandra East
Mumbai - 400050
Tel: (022)26-212421
Fax: (022)26-212422
We take this opportunity to express our thanks for your custom in the past.
We hope these new arrangements will lead to even higher standards in the service we
provide.
Yours sincerely
46. Retirement of a partner
Dear
We regret to inform you that our senior partner, Mr. Harold West, has decided
to retire on 31 October due to recent extended ill-health.
The withdrawal of Mr. West's capital will be made good by contributions from
the remaining partners, and the value of the firm's capital will therefore remain
unchanged. We will continue to trade under the name of West, Webb & Co, and
there will be no change in policy.
We trust that the confidence you have shown in our company in the past will
continue and that we may rely on your continued custom. We shall certainly do
everything possible to ensure that our present standards of service are
maintained.
Yours sincerely
West, Webb & Co.
47. INTERNAL CIRCULARS TO STAFF
Many circulars are written to staff regarding
various matters concerning :
The general running of business
Safety and Security
Administrative matters
48. Announcement about new working hours
NEW WORKING HOURS
With effect from 1 November 2015 working hours will be
amended to 0930 to 1730 Monday to Friday instead of present
working hours of 0900 to 1700.
I hope you will find these new hours convenient. If you anticipate
experiencing any difficulties please let me know before
28 October.
Head, Administration
49. CIRCULARS WITH REPLY FORMS
Tear-off slip
The important points to remember with such reply sections are:
Always begin with 'Please return by (date) to (Name)’
Mention to whom the form should be returned:
Internal forms - name/title only
External forms - name/title/company name and address
Use double spacing
Leave sufficient space
Use continuous dots
Use options/boxes where appropriate
Ensure the form contains everything you need to know
50. EXAMPLE OF TEAR-OFF SLIP
10TH ANNIVERSARY CELEBRATION
Omega International is celebrating its 10th year of providing quality
communications equipment. Approximately 50 representatives from Omega
clients are expected to attend a special 10th Anniversary Celebration on
Tuesday 10 November 2015.
The directors have decided to invite all employees who have been with
Omega for at least 5 years to attend this special function. I am pleased to
extend to you invitation to join us at Omega’s 10th Anniversary Celebration.
Cocktails and a buffet supper will be provided.
This special function will take place from 1800 to 2300 hours at The
Mandarin Suite, Oriental Hotel, West Street, London.
Please let me know whether you will be attending by returning the tear-off
portion before 31 October.
51. EXAMPLE OF TEAR-OFF SLIP
cut here……………………………………………………………………………….....
Please return to Mrs. Judy Brown, Administration Manager, before 31
October
10th Anniversary Celebration
I shall/shall not* be attending the 10th Anniversary celebration on
Tuesday 10 November.
Name ..........................................................................
Designation/Department
....................................................................................
Signature
....................................................................................
Date .........................................
*Please delete as applicable.
