Topic 3 Business correspondence
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Topic 3 is on Business correspondence. It contains information on format, types of BC and example of BC.
Topic 3 Business correspondence
- 2. LEARNING OUTCOMES • Format and structure of BC • Parts of BC • Open punctuation • Blocked layout • Continuation sheet • Different forms of BC 20 January 2015 DrRD
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- 4. LETTERHEADED PAPER • Logo – to identify a company • Letterhead – co’s name, address, telephone / fax nos., email address, website address • Reference – for filing purpose • Date • Inside address – the recipient’s name, complete address • Salutation • Heading • Body of letter • Complimentary close • Signature of sender • Sender’s name, designation / department • Enclosure (optional) • Copy (ies) • TB, p. 71 20 January 2015 DrRD
- 5. OPTIONAL PARTS OF BC • Confidential / Urgent • Indicate either of these between the date and the recipient's address • Show the exact information on the envelope • Include the name and designation of the recipient • cc = courtesy copy • bcc = blind courtesy copy 20 January 2015 DrRD
- 6. OPEN PUNCTUATION • Common in fully-blocked layout • Dates eg 12 July 2015 • Names eg Mr David Brown • Address • Salutation & complimentary close • No st, th, rd • No comma • No full stops • No full stops after abbreviations • No commas at the end of lines • No commas 20 January 2015 DrRD
- 7. CONTINUATION SHEETS • Subsequent pages of BC • Printed – co’s name & logo • Alternatively, use plain white paper • Page no, reference, date, recipient’s name, leave lines for new paragraph, end the letter • Start the new page with a new paragraph • TB, p. 75 20 January 2015 DrRD
- 8. DIFFERENT FORMS OF BC • Confirmation – to confirm arrangements made between sender and recipient • TB, p. 76 • Adjustment – to respond to the complaint and to make amendments • TB, p. 81 • Collection – to obtain settlement of a debt • TB, p. 82 - 83 20 January 2015 DrRD
- 9. FOUR-POINT PLAN Point-1. Opening or Introduction: The first paragraph will state the reason for the communication, basically setting the scene. It may: • acknowledge previous correspondence • refer to a meeting or contact • provide an introduction to the matter being discussed • Example: • Thank you for your letter of …. • It was good to meet you again at last week's conference. • We wish to hold our annual conference at a Dubai hotel in December. 20 January 2015 DrRD
- 10. Point-2. Central section (details): • This main part of the message gives all the information that the recipient needs to know. Alternatively you may be requesting information, sometimes both. Details should be stated simply and clearly, in a logical order, with separate paragraphs used for individual sections. 20 January 2015 DrRD
- 11. Point-3. Conclusion (Action or Response): • This section draws the message to a logical conclusion. It may: • State the action expected from the recipient • State the action you will take as a result of the details provided. Example: • Please let me have full details of the costs involved together with some sample menus. • If payment is not received within seven days this matter will be placed in the hands of our solicitor. 20 January 2015 DrRD
- 12. Point-4. Close: • A simple one-line closing sentence is usually all that is necessary to conclude a message. This should be relevant to the content of the message. Example: • I look forward to meeting you soon. • I look forward to seeing you at next month's conference. • A prompt reply would be appreciated. • Please let me know if you need any further information. 20 January 2015 DrRD
- 13. •Let’s do the exercises in the TB, pp 86-97 20 January 2015 DrRD