Reading and Writing

• Business Correspondence


  Any written or digital communication exchanged by two or more parties
• Business Correspondence


  A written exchange of communication to support all business or office processes
• Business Correspondence


  • It is a convenient way to reach out to people by communication through letters
  • Its goal is the ease of reaching and communicating with different parties especially when face-to-face is not possible
  • It maintains proper relationships, serves as evidence, and creates and maintains goodwill
• Types of Business Correspondence

  • Internal Correspondence
  • External Correspondence
• Purposes of Business Correspondence


  • Serving a Notice
  • Serving an Order
  • Serving an Instruction
• Importance of Business Correspondence

  • Helps in maintaining a proper relationship
  • Serves as evidence
  • Creates and maintains goodwill
  • Inexpensive and convenient
  • Formal communication
  • Helps in the expansion of business
• Forms of Business Correspondence

  • Letters
  • Emails
  • Memos
  • Notes
  • Fax
  • Text Messages
  • Voice Mails
  • Post Cards
• Business Letter


  A formal written communication used in professional settings for various purposes such as making inquiries, providing information, placing orders, or conveying messages between individuals or organization
• Purposes of Business Letters

  • For sales efforts
  • For complaints
  • For information dissemination
  • For relationship building
  • For problem-solving
• Mercury


  The closest planet to the Sun and the smallest one in the Solar System—it's only a bit larger than our Moon. The planet's name has nothing to do with the liquid metal since it was named after the Roman messenger god, Mercury
• Venus


  The second planet from the Sun. It's terribly hot—even hotter than Mercury—and its atmosphere is extremely poisonous. It's the second-brightest natural object in the night sky after the Moon
• Complimentary Close


  • Highly Formal: Respectfully yours, Respectfully, Very respectfully
  • Polite and Formal: Very truly yours, Yours very truly, Yours truly
  • Less Formal: Sincerely yours, Yours, Cordially yours
  • Informal and Friendly: As ever, Best regards, Kindest regards, Regards
• Writing an Effective Business Letter

  • Use correct format, punctuation, spelling and grammar
  • Present your ideas clearly by using a language appropriate for the target readers
  • Arrange your ideas logically
  • Use an active voice as much as possible. Apply a direct but tactful tone
  • Focus on the readers by using the "you" approach; this means writing in such a way that you are talking directly to the reader
  • Specify the name of the receiver of the letter. However, if it impossible to get the name of the receiver, use a generic title
  • Leave three to five blank lines for a signature before typing your name
  • Never use plain numerals for dates as it may create confusion. Instead of using 01/02/16, use January 2, 2016 or 2 January 2016

  
• Memo


  Memorandum or Memo - documents sent within an organization (in-house) to pass along or request information, outline policies, present short reports, and purpose ideas. Meant to inform as well as to persuade people within an organization.
• Parts of a Memo

  • Header Block: Recipient, Sender, Date, Subject
  • Letter Head
• Writing an Effective Memo

  • Use the correct format and standard use of language
  • Use a bullet or numbered list to enumerate information
  • Use a positive tone and concise wording, as well as active verbs
  • Use headings to highlight topics
  • Check for and remove grammatical and typographical errors
  • Sign beside your name (sender)
  • Flush left the To, From, Date, and Subject lines
  • Conclude the memo by saying "Thank you" or a directive action (for your compliance. For immediate action)
• Types of Memos


  • Instruction Memo
  • Request Memo
  • Announcement Memo
  • Transmittal Memo
  • Authorization Memo
• Instruction Memo


  Provides the information needed by the readers to accurately perform directions
• Request Memo


  Asks readers to provide certain information or take certain actions
• Announcement Memo


  Provides information about an event, person, or thing
• Transmittal Memo


  Serves as a cover note for a more formal or lengthy document
• Authorization Memo


  Gives permission
• Electronic Mail (Email)


  A communication method that uses electronics to deliver messages across computer networks
• Application Letter/Cover Letter


  A type of personal business correspondence which states your intention to work in a particular organization. It can be a response to a job advertisement, an unsolicited inquiry to a prospective employer or a letter to a recruitment agency.
• Parts of a Cover Letter

  • Introduction
  • Body
  • Conclusion
• Introduction of a Cover Letter


  • Introduce yourself and state your purpose in writing to the receiver
  • Indicate your source of information in learning about job vacancy
  • Add interesting statement about yourself that will cause the reader to continue reading your credentials
  • Show your enthusiasm to work in the company
• Body of a Cover Letter


  • Present your work experience, academic qualifications, trainings, and some personal qualities with specific evidence
  • Organize your paragraphs accordingly. Segregate them by theme
  • Explain the benefits to the employers if they hire you
  • Refer the reader to a specific part of the resume that suggests your strongest credentials for the position
• Conclusion of a Cover Letter

  • Indicate your interest in an interview at a time most convenient to the employer
  • Indicate how the interviewer can contact you
  • Express an expectation of a positive response from the employer
  • Thank the employer
• Tips in Preparing a Cover Letter

  • Content: Use creative opening, do not repeat resume, address to specific person, be specific about position, avoid superfluous information, focus on what you can do for the company, avoid opinions, highlight accomplishments, use active voice, check for errors
  • Format and Mechanics: Use letter-sized bond paper, sign the letter, use letterhead, use business letter format, appropriate page fill, use 10-12 font size
• Resume


  A tool that summarizes your skills, educational background, experiences, and other qualifications
• Parts of a Resume


  • Contact Information
  • Summary of Qualifications
  • Objective Statement
  • Employment History
  • Education
  • Skills
  • Training
  • Organization
  • Professional Licensure and Certifications
  • Honors and Awards
  • References & Signature
• Types of Resumes


  • Reverse Chronological
  • Functional
  • Targeted
  • Combined Format
• Reverse Chronological Resume


  • Lists work experience in reverse chronological order, with the most recent job first
• Functional Resume


  • Focuses on skills and abilities rather than work history
• Targeted Resume


  • Contains both the features of the reverse chronological and functional type
• Tips on Making an Effective Resume


  • Customize for each job, use clear and concise language, highlight key accomplishments, quantify achievements, use consistent formatting, proofread carefully, keep it to 1-2 pages