Published on

For Office Procedures class to show how to create business correspondence

Published in: Education, Technology
  • Be the first to comment

No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide


  2. 2. PREPARING EFFECTIVE DOCUMENTS<br />Five traits of effective documents<br />5 C’s of business writing<br />Clear<br />Concise<br />Courteous<br />Complete <br />Correct<br />Planned well and prepared carefully<br />
  3. 3. PREPARING EFFECTIVE DOCUMENTS, CONT’D<br />Preparing a document includes three stages:<br />A rough draft is written<br />Revised or edited as needed<br />Proofread and corrected for final presentation<br />Drafting – stage one<br />Purpose<br />Written to inform, persuade or describe<br />Clear understanding of why writing the document<br />Message<br />Tone (writing style, manner) as important as content<br />
  4. 4. PREPARING EFFECTIVE DOCUMENTS, CONT’D<br />Points to keep in mind<br />Prepare an outline<br />Focus on the reader – the “you” approach<br />Give message a positive tone<br />Avoid negative words<br />Always be courteous<br />Audience<br />Know certain things about the reader<br />Is the document external or internal distribution <br />
  5. 5. PREPARING EFFECTIVE DOCUMENTS, CONT’D<br />Response<br />How will reader use this document<br />make a decision<br />Gain information<br />State message and response clearly<br />Revising and Editing – stage two<br />Process of making changes to refine the document<br />Primary purpose of editing is to make certain the message is accurate and says what the writer intends<br />
  6. 6. PREPARING EFFECTIVE DOCUMENTS, CONT’D<br />Editing is polishing by making changes in response to these questions:<br />Improve word choice?<br />Transitions smooth, flowing logically?<br />Should points order be changed?<br />Inconsistencies in writing to be corrected?<br />Standard proofreaders’ marks are used for editing changes that are understood by others (see p. 131 in text)<br />
  7. 7. PREPARING EFFECTIVE DOCUMENTS, CONT’D<br />Proofreading – stage three<br />Careful, overall check of the document<br />Verify changes in editing phase made correctly<br />Check numbers/unusual spellings in original documents<br />Use spell checker, then complete manual proofreading<br />Spelling feature limited in identifying errors (“there” or “their” will not be detected) <br />
  8. 8. Message Types<br />Positive or Neutral Messages<br />Reader not disappointed with a positive(good news or agreement) or neutral(simply relays facts – neither positive or negative) message<br />Examples:<br />Placing or confirming orders<br />Placing request for information<br />Filling or extending request for credit<br />
  9. 9. Message Types<br />Negative messages<br />Involves refusal or message disappointing or upsetting to the reader<br />Keep reader’s goodwill (friendly feeling or attitude)<br />Examples of negative messages<br />Refusing a request for an adjustment, credit<br />Canceling a service<br />Reporting unfavorable results <br />Use indirect approach<br />Begin with neutral statement<br />
  10. 10. Message Types<br />Persuasive messages (designed to convince reader)<br />Influence reader to take desired action<br />Sales letters, collection letters and donation letters require persuasive messages<br />Collection letters require stages of persuasion<br />Strong reminder stage<br />Inquiry stage<br />Urgency stage<br />
  11. 11. Business Letters<br />Written message to a person or an organization<br />Usually written to someone outside of the company<br />As letter writer, you are the company’s representative<br />Your letter helps reader form an opinion about the company<br />
  12. 12. Business Letters<br />Reasons for writing business letters are: <br />Requesting information or an action<br />Giving information or fulfilling a request<br />Being courteous or maintaining goodwill<br />Explaining or stating a position<br />Selling goods or services<br />Presentation of business letters<br />Primary purpose is to convey a message<br />
  13. 13. Business Letters, cont’d <br />Good first impression characteristics of a business letter<br />Margins and spacing pleasing to the eye<br />Each letter part correctly placed within the letter<br />Appropriate stationery is used<br />No obvious errors<br />Print is neat and clear<br />No smudges or fingerprints<br />Make your letter as attractive as possible<br />
  14. 14. Business Letters, cont’d<br />Letter parts<br />Follow a standard protocol (generally accepted customs or rules)<br />Those who receive business letters expect to see them using certain letter parts<br />Standard letter parts<br />Printed letterhead<br />Date<br />Letter address<br />salutation<br />
  15. 15. Business Letters, cont’d<br />Body<br />Complimentary close<br />Signature, printed name, and title<br />Optional letter parts<br />Mailing notations<br />Attention line<br />Subject line<br />Enclosure notation<br />Separate cover notation<br />Copy notation<br />Postscript<br />Reference initials<br />Multiple-page heading<br />
  16. 16. Business Letters, cont’d<br />If more than one page required<br />Heading<br />Name of addressee<br />Word “page”<br />Page number<br />Letter date<br />Business letter formats (arrangement or layout, as of text on the page)<br />Using standard format increases efficiency for writer and recipient<br />
  17. 17. Business Letters, cont’d<br />Block<br />All lines begin at left margin<br />Paragraphs are NOT indented<br />Modified<br />Date, complimentary close and signature block (writer’s signature, typed name, and title) begin at horizontal center of page<br />First line of paragraph may be indented<br />
  18. 18. Business Letters, cont’d<br />Punctuation styles<br />Open<br />No punctuation used after the salutation or the complimentary close<br />Mixed<br />Colon placed after salutation<br />Comma placed after the complimentary close<br />
  19. 19. Business Letters, cont’d<br />Repetitive letters<br />Letters used over and over again <br />Same letter sent to hundreds of different readers<br />Standard text is called “boilerplate text”<br />Custom text is called “variables”<br />Special word processing feature called “mail merge” will allow writer to combine standard and variable text automatically<br />
  20. 20. Envelopes <br />Most letters sent outside the company<br />Require an envelope for mailing<br />Reader forms opinion of document when viewing the envelope<br />Envelope must be of proper size and material acceptable to the USPS (United States Postal Service)<br />Envelopes include the following information:<br />Recipient’s name and address<br />Sender’s return address<br />Special addressee notation<br />Special mailing notation<br />
  21. 21. Envelopes, cont’d<br />USPS format<br />Use all capital letters in the address<br />Omit punctuation except for hyphen in zip code<br />No numbers or attention line should appear at top of address<br />Special mailing notation below the stamp area<br />Special addressee notation (ex. Confidential) below the return address<br />
  22. 22. Memos <br />Informal document used within an organization<br />More formally called a memorandum<br />Useful for giving same information to several people<br />Can give instructions or explain procedures<br />Can be created using a memo template or wizard in word processing software<br />Standard parts of a memo<br />Heading (TO, FROM, DATE, SUBJECT)<br />Body <br />Optional parts<br />Copy notation<br />Enclosure notation<br />
  23. 23. Memos, cont’d<br />If recipient nearby, can be placed in person’s inbasket or mailbox<br />If different location, sent in an interoffice envelope<br />If confidential, place in envelope and mark Confidential<br />If prepared well, recipient forms a positive image of you as an employee<br />
  24. 24. Email <br />Message sent electronically<br />Users connected to internet send and receive messages all over the world<br />Workers use email for routine messages with people inside and outside of the company<br />Email is appropriate for short, informal correspondence<br />Files containing more information may be attached<br />
  25. 25. Email, cont’d<br />Inexpensive, fast and easy to use<br />However, emails are recorded (they may be viewed by people other than the original recipient)<br />May be read by employer or coworkers<br />NEVER write an email message that you would not want other employees or your supervisor to read<br />
  26. 26. Email, cont’d<br />Addresses<br />Be careful when recording an email address<br />Case sensitive<br />If written incorrectly, will not be delivered to the intended address<br />Features<br />Headings <br />Section for the body<br />
  27. 27. Improving Communications in Organizations<br />Memos and email most commonly used written messages within an organization<br />Memos should be used to provide confidential information<br />Email appropriate for many short, in-house messages<br />Both should be written clearly and concisely<br />
  28. 28. Improving Communications in Organizations<br />Guidelines for improving memo and email messages<br />Keep message short<br />Use a descriptive subject line<br />Follow a logical sequence in presenting information<br />Write using a positive tone<br />When communicating online, observe proper netiquette (guidelines for proper online behavior)<br />Honor others’ rights of privacy<br />
  29. 29. Desktop Publishing<br />Product brochures, newsletters, and flyers use a unique format and design different from business letters<br />They use fancy fonts (style of design for type characters)<br />They use graphics (clipart, photos or other images)<br />
  30. 30. Desktop Publishing<br />Guidelines<br />Use consistency in design<br />Use ample “white space” (area of page with no text)<br />Create pleasing balance of elements (headings, body text, images)<br />Create contrast in design by placing different objects next to each other<br />Include artwork or photos relevant to the message<br />Use fonts that are easy to read<br />Use all capitals sparingly <br />Avoid widow lines (lines left alone)<br />Avoid large horizontal spaces between words<br />