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Personal business letter
a letter written from an individual to a person, business, or organization
Return Address
the address of the sender
Letterhead
a sheet of stationary with name and address of the organization printed at the top
Business letters
usually keyed on paper; contain a letterhead at the top of the page
Mailing Address
name and address of the business or person to whom the letter is being sent
Salutation
word of greeting used to begin a letter
Body
message of the letter
Complimentary Close
closing or farewell of the letter
Enclosure Notation
indicated that another doc is enclosed within a letter
Large Business Envelope
Size #10
Small Business Envelope
Size #6 3/4
Memos
written communications used to communicate information to individuals within a business organization
Memo Guide Words
TO, FROM, DATE, SUBJECT ; should be keyed in bold, all caps, followed by a colon, and double spaced
Unbound Report
short reports prepared without binders or covers
Bibliography
sources used in body of report
Bibliography Entries
should be listed alphabetically by author's last name
5 C's of Communication
Clear
Concise
Complete
Cohesive
Courteous
Clear
good words; eye contact
Concise
short sentences; direct; open
Complete
meets needs; honesty
Cohesive
focused
Courteous
non-judgemental
Internal Communication
within the company
Purpose of Internal Communication
to exchange info between various departments and division of organization
Types of Internal Communication
vertical
horizontal
Frequency of Internal Communication
occurs frequently in organizational activities
Distance of Internal Communication
no significant distance usually
Coverage of Internal Communication
limited within the organization
External Communication
communication outside the company
Purpose of External Communication
mainly for maintaining relationships with external parties
Frequency of External Communication
occurs less frequently than internal
Distance of External Communication
significant distance usually
Coverage of External Communication
broad with external bodies
Intrapersonal Communication
occurs when a person communicates with themself
Interpersonal Communication
exchange of info between two persons
Means of External Communication
telephone
telex and fax
postal services
local messenger
face to face conversation
mass media (newspapers, radio, TV, etc)
internet
Memo Reports
short, informal messages that provide a rapid, convenient means of communication between employees within the same organization
Letter Reports
a report written in the form of a regular business letter; typically used for external communication;
Agenda
a list of topics arranged in the order they are to be discussed at a meeting
Minutes
the official record of a meeting
Itineraries
a combination of travel and appointment schedules
Expense Reports
almost always printed forms; used on a regular basis and the same information is required each time for the organization's financial records
Personal Evaluations
typically define the performance measures as functions of the job duties and provide a rating scale to evaluate an individual's performance; may also provide space for comments by both the manager and the person being evaluated
Progress Reports
an informational report on the progress of a specific project; to track the various projects underway at any given time; many are delivered orally; typically include a brief background of the project, detailed account of time period covered, and projection of work to be completed; typically prepared in memo format but sometimes in short, formal report
Recommendation and Justification Report
present a problem and then provide the evidence required to justify a recommended solution to that problem; often initiated by the writer, who has observed a problem and wishes to suggest a solution
Proposals
attempt to persuade; may be either requested or volunteered; propose to solve a problem for the reader; typically include summarizing intro, detailed problem statement, work statement, project management statement, and statement of qualifications
Routine Reports
(aka periodic reports, maintenance reports)
help an organization monitor and regulate its processes and procedures; may be informational only or interpretive
Task Reports
special assignments designed to help solve a specific problem; may be strictly informational, interpretive, or analytical
Letter of Transmittal (part of a formal report)
sends (transmits) the report to the reader; begins with the words, "Here is the report you requested (or authorized). . . ."; conclude by thanking the reader for the opportunity to prepare the report
Letter of Authorization (part of a formal report)
a letter or memo of authorization
Six Tenses of Verbs
simple present
present perfect
simple past
past perfect
future
future perfect
Simple Present Tense
they walk
Present Perfect Tense
they have walked
Simple Past Tense
they walked
Past Perfect Tense
they had walked
Future Tense
they will walk
Future Perfect Tense
they will have walked
Four Types of Sentences
declarative
imperative
interrogative
exclamatory
Declarative Sentence
makes a statement
Interrogative Sentence
asks a question
Imperative Sentence
gives a command
Exclamatory Sentence
expresses strong feeling
Capitalization Rule 1
capitalize the first word of a document and the first word after a period
Capitalization Rule 2
Capitalize proper nouns—and adjectives derived from proper nouns (Golden Gate Bridge)
Capitalization Rule 3
Capitalize titles when they are used before names, unless the title is followed by a comma. Do not capitalize the title if it is used after a name or instead of a name.
ex: Chairman of the Board William Bly will...
The chairman of the board, William Bly, will ...
The governors, lieutenant governors, and attorneys general called ....
Governor Fortinbrass, Lieutenant Governor Poppins, and Attorney General Dalloway will ...
Capitalization Rule 4
Do not capitalize occupations before full names.
ex: director Steven Spielberg
However, titles replacing someone's first name are generally capitalized.
ex: Here comes Professor Ames.
Capitalization Rule 5
Capitalize a formal title when it is used as a direct address
ex: Will you take my temperature, Doctor?
Capitalization Rule 6
Capitalize specific geographical regions. Do not capitalize points of the compass
ex: We had three relatives visit from the West.
Go west three blocks and then turn left.
Capitalization Rule 7
do not capitalize the word the before proper nouns