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1. PROFESSIONAL
COMMUNICATION FOR
BUSINESS
By
Lyncan Lincoln Moagi

2. UNITS 9, 10, 11 & 12
BUSINESS CORRESPONDENCE
DOCUMENTS

3. CON’
Layout
- What are business correspondence
documents?
- Business letters
- Memorandums
- Reports

4. DEFINITION
Business correspondence documents are used
either internally or externally to facilitate
communication.
Eg.
- Business letters
- Memorandums
- Reports
- Notices
- Circulars
- Savingrams

5. CON’
- Facsimile (Fax)
- E – mails
- Advertisements

6. BUSINESS LETTERS
Layout
a) Purpose
b) Styles
c) Six Elements of a Business Letter
d) Structure of a Business Letter (Handout)
e) Characteristics of a Good Business Letter

7. PURPOSE
 Business letter writing is a business
transaction.
Eg. If it is an application letter, it should drive
the recipient to read your CV.

8. TYPES OF BUSINESS LETTERS
- Job application
- Resignation letter
- Enquiry letter
- Purchase letter
- Letter of demand
- Apology letter
- Complaint letter

9. STYLES
 The two main styles that are used are semi –
block style and block style.
 Semi – block style is considered traditional.
The address for the sender is aligned to the
right.
 Block style is modern. Both addresses are
aligned to the left.

10. SIX ELEMENTS OF A BUSINESS
LETTER
1. Sender’s Address (Heading)
2. Inside Address (Recipient’s address)
3. Salutation
4. Body
5. Complimentary Close
6. Signature

11. CHARACTERISTICS OF A GOOD
BUSINESS LETTER
1. Accuracy
- Provide facts
- Be particular with numbers
- Inaccurate information may harm the business
transaction
2. Brevity
- Be brief
- Avoid lengthy write - ups

12. CON’
3. Clarity
- Avoid repetition
- Use plain language
- Clear structure
4. Emphasis
- Important information should be emphasized
- Bold the important parts
- Use capital letters where necessary

13. MEMORANDUM
- A memorandum is a concise piece of writing that
is usually used to transmit messages within the
organization.
PURPOSES
a) Pass on messages to the members of the
organization
b) Communicate as per policies and procedures
c) Remind officers about decisions and action
items

14. STRUCTURE
1. HEADER
 Memorandum must be titled
MEMORANDUM
T =TO:
F = FROM:
D = DATE:
S = SUBJECT:
NB: Memorandum may have the Cc (carbon copy)
element betweenTO and FROM or at the end.

15. CON’
2. BODY
- Introductory paragraph
- Body paragraph
- Thank you note (concluding paragraph)
- Signature
- Names of the author
- Position and department of the author

16. CHARACTERISTICS OF A GOOD
MEMO
1. Clarity
2. Brevity
3. Accuracy
4. Emphasis

17. DETERRENTS TO THE SUCCESS OF
THE MEMO MESSAGE
 They depend on the writer’s or readers ‘
attitude towards
a) Readers
b) Subject
c) Situation
d) Author’s attitude
e) Medium

18. REPORTS
- A report is a statement of facts about an
action performed or findings of an
investigation.
EXAMPLES
Academic report, research report, financial
report, laboratory report, commission of
inquiry report, project report

19. CON’
CHARACTERISTICS OF A REPORT
a) Objective
- State facts
- Should not carry opinions

20. CON’
b) Language
- Use the right vocabulary
- Use simple language
c) Consistent Structure
- If you are using either business letter format,
research format or essay format, be consistent
with it throughout.

21. TYPES OF REPORTS
- Reports are typified in terms of how often they
are prepared or their purposes / subject matter.
a) ROUTINE REPORT
- Prepared at regular intervals
(Eg. work reports, weather forecast reports)
b) OCCASIONAL REPORT
- It is prepared when the need arises
Eg. (incident report)

22. CON’
C) INVESTIGATIVE REPORT
- It communicates the findings from an
investigation.
Eg. ( research report, criminal report)

23. THE END
THANKYOU!!!