Business communication

1
Business communication

• letters
• memos
• faxes
• email
• voicemail

2
Purpose

• Letters
• external to company, most formal
• Memos
• usually internal to company, may be less formal
• Faxes
• to send a copy of something quickly
• if company doesnt have email
• Email
• very fast compared to other forms, usually least
  formal
• Voicemail
• oral not written

3
Letters

• Formats
• full block, modified (semi-block)
• use good document design techniques
• Content
• proper grammar, spelling
• use plain English
• meet readers needs
• be correct, clear, concise

4
Memos (memoranda/um)

• Formats
• To, From, Re, Date cc, bc, confidentiality
• use good document design techniques
• Content
• proper grammar, spelling
• use plain English
• meet readers needs
• be correct, clear, concise

5
Faxes (facsimiles)

• Formats
• To, From, Re, Date cc, bc, conf
• sender/receiver fax and phone numbers
• number of pages after cover page
• use good doc design techniques
• Content
• proper grammar, spelling
• use plain English
• meet readers needs
• be correct, clear, concise

6
Email (electronic mail)

• Formats
• To, From, Subject
• date/time is automatic cc, bc
• use limited doc design techniques
• send as attachment if formatting is important
  otherwise dont
• Content
• proper grammar, spelling, plain English
• meet readers needs
• be correct, clear, concise
  Warning!!!

7
Voicemail

• oral only
• fastest method
• used very inefficiently

8
Voicemail

• To leave a message, include this information
• Hello. This is insert your name from where, if
  you don't work at the same company as the person
  you're calling.
• Give the person the specific information they've
  requested in the phone message.
• Use enough detail so that the person can respond
  to your voicemail with a response.
• Always leave your phone number or extension
  number at the end of your message. It saves
  people the time to look it up.