week 14

Workplace documents

It can be informational or persuasive.

• provide a record of correspondence, which is important in situations where legal concerns may arise.

• ensures efficient delivery of information within an organization

The goal is always to make it clear, concise, and professional.

● Examples may include but are not limited to:

• email

• reports

• memorandum

• cover sheets

• letters

• minutes of the meeting

Business letters

are formal communications within a professional setting and serve as legal documents between parties, so it is important that all information is accurate and legitimate.

Business letters

is a legal document

• used to request and provide information

• must be concise and clear

• preferably written in first- person.

Full block style

● The entire text is left aligned and single spaced.

Modified block style

● The return address, date, complimentary closing, and the signature line are slightly to the right of the center of the paper.

Return Address

Your address or the address of the company you represent.

Date

Leave two blank lines after the return address.

• Always spell out the month and include the day, a comma, and the year

Inside Address

Leave two blank lines after the date

• Then type the address of the person or company to whom you are writing.

Salutation

Type Dear,

• followed by the person’s name. Endtheline with a colon. If you don’t knowthenameof theperson, use a title instead. (i.e. Dear Madam)

Body

Align your message on the left margin. Skip a linebeforestarting a new paragraph, but do not indent the paragraph’sfirstline. Make sure that each paragraph is clear and concise

Closing

Leave two lines of space after your last body paragraph, then use a conventional closing, followed by a comma

• (i.e., Sincerely, Sincerely Yours, Respectfully)

Signature

should appear below your closing. Unless you have established a personal relationship with the person you are writing to, use both your first and last name.

• Four lines after the closing, type your full name. Donotinclude a title (Mr. or Mrs.). If you are writingonbehalfofan organization, type your title on the next line.

Emails

are written communications primarily used in sending information.

cc

• Keeps someone informed without involving them directly.

• Useful for updates, meeting summaries, or reminders for action.

• Shows recipients who else is copied on the email.

• Often used in business to emphasize the importance of the email to the primary recipient.

bcc

• Keeps recipients' email addresses private.

• Commonly used for large mailing lists to protect privacy.

• Allows someone to stay informed without others knowing they received the email.

• In business, can discreetly involve superiors or others in a conversation.

• Prevents “BCC” recipients from getting "replyall" emails.

cc (carbon copy)

used when sending a copyof aletterto someone other than the person addressed

Enc (Enclosure)

used when you attach/enclosedocuments with the letter. Indicate the number ofdocuments enclosed.

Body

List any important dates, discussions, andconversations

Conclusion

Provide contact information

To

Add the email addresses of the main recipients.

cc

Add the email addresses of those who shouldseetheemail(visible to everyone).

Bcc:

Add the email addresses of those who should see the email but stay hidden from others