Perform Administrative Tasks: T-TT CMN-02

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Perform Administrative Tasks T-TT CMN-02
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Section 2

• This unit deals with drafting written
  communication.

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Memorandums (Memos)

• A common form of internal communication in
  business is the memorandum or memo.
• Memos are written by everyone from junior travel
  and tourism officers to senior managers.
• A well-written memo is clear, concise and
  informative.

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Memos (cont.)

• Unlike letters, which include inside addresses,
  salutations, and complimentary closings, memos
  have just two sections the heading and the body.
  
• The heading is usually created using the
  following headings
• Date
• To
• From
• Subject

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Memos (cont.)

• Format of Memos

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Letters

• Whereas a memo is the primary form of
  communication within an organization, letters are
  often used to communicate to individuals outside
  it, especially in formal and semiformal
  situations.

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Types of letter

• Common business letters include
• The Covering LetterThe covering letter
  accompanies a larger item usually a document,
  brochure, itinerary etc and briefly describes
  what is being sent and the purpose of sending it.
  
• The Letter of inquiryA letter of inquiry asks
  someone for specific information.
• The Information LetterThe information letter is
  usually written in response to a letter of
  inquiry.

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Parts of a letterSourcehttp//jobsearchtech.abo
ut.com/od/letters/l/bl_mblock_p.htm
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Reports

• A report is a clearly structured document that
  presents information about an investigation that
  you have undertaken.
• The clear structure allows specific parts of that
  information to be easily located by the reader.

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Reports (cont.)

• Reports will usually contain some or all of the
  following sections
• Table of Contents
• Summary
• Introduction
• Body
• Conclusion
• Appendices

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Parts of a report
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Proofread

• Proofreading a document involves
• Checking the style and layout is correct and
  consistent with organisational policies and
  procedures
• Checking all words are spelt correctly
• Checking the usage of words that you are unsure
  of in a dictionary
• Checking all paragraphs are correct and contain
  essential information
• Checking there are no words, clauses, or phrases
  that could be misunderstood
• Checking all information is accurate and has been
  supplied from a reliable and accurate source

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• Forms are an example of written communication
  used to collect information. Forms are often
  designed to make sure that routine tasks are
  performed correctly. For example applications
  visa, passport, job.

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• Itinerary
• An itinerary is the written details of a
  customer's travel arrangements in the form of
  dates, times and destinations -- as well as a
  description of planned activities.

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• Tickets
• Airline tickets, rail tickets and/or bus tickets
  would be the most common form of ticket that you
  will deal with as a Travel and Tourism operator.
• You may also receive tickets for attractions (eg
  Theatre tickets, tickets to a festival etc.)

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• Vouchers
• Hotels issue vouchers as confirmation of payment.
  
• Generally the guest must present this
  confirmation voucher together with photo ID to
  the hotel receptionist upon check in.