Unit 2 Business Communications

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BUSINESS COMMUNICATIONS

Unit 2

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OVERVIEW

Writing business letters is one of the most

important lessons in this Reference Guide.

All student managers will write letters on

personalized letterhead designed especially

for their business.

Using telephone and e-mail are an integral

part of business.

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Business Forms

Address labels andmetered postage

Address labels andpostage stamps

Letter head stationary

Speech EvaluationForms

While you were outslips

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2.1Writing Business Letters

Helping Managers Nouveau Investment Company will prepare a form

letter each time a stock purchase is made

Lee Community Centerwill prepare a newsletteron July 20 that will be reproduced and sent to allPettisville businesses

A special newsletter mailer is also provided thatincludes the bulk mail permit number and a placeto list the mailing address

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2.1Writing Business Letters

Manager Tips

Formatting techniques arefound on pages 96-97 in theStudent Reference Book

The modified block letterstyle is best forhandwritten letters.

The block letter style is theeasiest format formanagers who are keying

their letters on electronicletterhead stationary

` Business letters shouldinclude at least three

paragraphs Introduction Body

Conclusion

` Make copies of your

documents for

twor

easons: Businesses keep records of all

completed documents

You will need to have a worksampling for your final audit.

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2.1Writing Business Letters

Parts of a Letter Date LetterAddress

Salutation Ladies and Gentleman

Body Complimentary Close

Only the first letter of the first word is capitalized

Signature Enclosure Notation

If you are sending a check or other business paper withthe letter

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2.2 Using Telephone and E-mail

Manager Tips

The person answering the telephone for a

business is the ambassador

for

that company andplays a significant role in the success or failure ofthe business.

Viruses cannot be transmitted through the text ofan e-mail. They are introduced when programs orattached files are downloaded. It is important toscan for viruses.

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2.2 Using Telephone and E-mail

` United Communications will record all sales andservice orders on a work order sheet.

` The manager must call on businesses that ordermobile phone and DSL lines to make theinstallations, but there is no installation recordfor orders for cell phones.

` United Communications will send telephone billson July 18 and July 19 to all Pettisville businesses.

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Business Ethics

Many businesses monitor the sitesaccessed by their employees and the

contents of their e-mails. It is a common

occurrence today to see employeesdismissed from their jobs because of

improper use of the internet.

2.2 Using Telephone and Email

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2.2 Using Telephone and E-mail

Career Paths` Communication skills

are essential forsuccess in the followingcareers:

Administrative Assistant

Editor

Journalist

Public RelationsSpecialist

Receptionist

Reporter

Secretary

Telemarketer

TelephoneOperator

Word Processor

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2.2 Using Telephone and Email

When answering thetelephone, be promptand clear the line asquickly as possible.

Identify yourselfimmediately.

Speak distinctly,pleasantly,enthusiastically, andnaturally.

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2.2 Using Telephone and Email

Be prepared whenplacing a call. Gather all of the

information you need

When taking a telephonemessage: Time & Date

Name of caller Telephone number of

caller Message

Your initials

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2.2 Using Telephone and Email

Email software containsthe following parts:

Inbox

Outbox

Address Book

Heading

Attachments

Body

Signature Footer

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2.2 Using Telephone and Email

Email is relaxed

It can promote poorwriting habits as well as

lack of courtesy

Ex.Think of the languageyou use in email and text

Email is not private Others can access your

email, including your

employer

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2.3 Speaking in Public

Manager Tips

Suggested length for a speech is three to fiveminutes.

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2.3 Speaking in Public

Define the purpose of your speech

Plan the outline for your speech

Have a novel introduction Practice your speech

Dress appropriately

Also watch body language, posture, handgestures, facial expressions, and eye contact

Summarize the main points

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2.3 Speaking in Public

An effective speaker is able to define the

purpose of the speech, entertain the

audience, inspire, and pe

rsuade.

You must consider the interests and needs of

the listeners.