Chapter 7 Writing Memos, E-mail, and Letters Business Communication Copyright 2010 South-Western Cengage Learning
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Chapter 7
Writing Memos, E-mail, and Letters
Business Communication
Copyright 2010 South-Western Cengage Learning
Types of Business Correspondence Memos and e-mails
Letters
Other documents
2 7.1 Business Correspondence
© Comstock Images / Jupiter Images
E-mail can be sent and received on a PDA.
Purposes for Correspondence Provide a record
Advise, direct, or state a policy
Inform
Request information or reply to requests
Persuade
Promote goodwill
3 7.1 Business Correspondence
Planning and Organizing Messages Planning messages
Identify the objective
Determine the main idea
Choose supporting details
Adjust the message for the receiver
Organizing messages
Direct order
Indirect order
4 7.1 Business Correspondence
Confused and Misused Words
Words used incorrectly
Unknown words
Building vocabulary to improve reading speed and comprehension
5 7.1 Business Correspondence
Writing Memos Heading lines
To line
From line
Date line
Subject line
Body
6 7.2 Memos
Writing Memos Notations
Reference initials
Attachment or enclosure notations
Copy or blind copy notations
Second page headings
7 7.2 Memos
Memo templates
Editing and Publishing Memos Edit the memo carefully
Check for the 5 Cs
Proofread the final draft
Publish by interoffice mail or U.S. Mail
8 7.2 Memos
© Digital Vision / Getty Images
Check each memo carefully before sending it.
Memo Templates
9
Provide a layout and standard parts for memos
Available with many word processing programs
Questions
1. What do the templates you viewed have in common?
2. Which template would you prefer to use for memos? Why?
school.cengage.com/bcomm/buscomm
7.2 Memos
E-mail Parts of an e-mail message
To line
Cc and bcc lines
From line
Date line
Subject line
Body
10 7.3 E-mail and Instant Messaging
E-mail Work-friendly features
Address book
Signature file
11 7.3 E-mail and Instant Messaging
Attachment
Draft
Reply and reply all
Forward
Priority
Return receipt
E-mail Netiquette Assign a high priority only when truly needed
Ask for approval before sending a large attachment
Do not send confidential or sensitive information
Do not use all capital letters
Do not send flames—angry or insulting messages
Do not send spam
Do not use emoticons in business e-mails
Use correct grammar, spelling, and punctuation
12 7.3 E-mail and Instant Messaging
Instant Messaging IM basics
Buddy, contacts, or friends list
Chat window
Worker-friendly IM features
13 7.3 E-mail and Instant Messaging
IM Netiquette Do not use all capital letters
Remember that other users may have slower systems
Do not send confidential or sensitive information
Be brief
Use status options
Use an appropriate level of formality
Do not leave other people waiting for your response
Learn about and use the security features
14 7.3 E-mail and Instant Messaging
Writing Letters Standard parts
Date
Letter address
Salutation
Body
Complimentary close
Writer’s name and title
Reference initials
15 7.4 Letters
Writing Letters Optional letter parts
Attention line
Reference line
Subject line
Postscript
16 7.4 Letters
Editing and Publishing Letters Business letter formats
Block format
Modified block format
Business envelopes
Address format
17 7.4 Letters
Envelope feature
Folding letters
MR JIAN WANG
49 RED CANYON ROAD
BISBEE AZ 85603-1890
The U.S. Postal Service recommends using
all capitals in the envelope address.
Using Mail Merge
Available on many word processing programs
Allows users to create mailings efficiently
Main document
Data source
Field codes
Merged documents
18 2.1 Diversity at Work
A wizard makes using mail merge simple.
Vocabulary
19
attachment notation blind copy notation body contacts list copy notation e-mail emoticon enclosure notation flame instant messaging (IM)
invoice letter memo mixed punctuation netiquette open punctuation postscript reference initials spam subject line
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