Business Correspondance

P r e s e n t e d B y : - B a d r a M e h d i - N i s r i n e R i ffi - e l g h a r i b- Y o u s s e f E L M o u t a o u k i l- J e b b o u r i A b d e l h a m i d - N e j m i T a h a

Business Lettres:o Writing a business lettero Job application letter o Invitation lettero Requesting Information Lettero Reprimanding letter o Sales Upgradation letter

Memos Faxes

OUTLINE

Writing a Business Letter

Overview of Letter Parts

Letterhead Dateline Letter Address Salutation Body Complimentary Closing Writer’s Name and Title Reference Initials

Letterhead

• The letter head is the heading at the top of a letter.• It usually consists of the name, address, telephone

number and fax number of the company.• The letterhead can be typed out but it is usually

printed on the company’s stationery

Return Address

2650 Jean Way West Jordan Utah 84084

Phone 1 801 569 9463 Fax 1 801 784 6734

If you do not have a letter head you must write your name, address and telephone number at the top of the page or above the inside address

Return address

• MOUTAOUAKIL YOUSSEF• Boulevard Hassan 2 N°189• Agadir Morocco• Phone 1 801 569 9463

• September 15, 2005

Date Line

• The date line is used to indicate the date the letter was written. • If your letter is completed over a number of days, use the

date it was finished and mailed.•When writing to companies within the United States, use

the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) • If you are writing to England use the day/month/ year • If you are writing to China use the year/month/day

Inside Address

• The inside address is the recipient’s address. • It is always best to write to a specific individual at the firm to which

you are writing. • If you do not have the person’s name, do some research by calling

the company or speaking with employees from the company• Follow a woman’s preference in being addressed as:• Miss, Mrs., or Ms. • If you are unsure of a woman’s preference in being addressed, use

Ms.

INSIDE ADDRESS Cont

• If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title.

•Usually, people will not mind being addressed by a higher title than they actually possess.

Salutation• Use the same name as the inside address, including

the personal title.• If you know the person and typically address them by

their first name, it is acceptable to use only the first name in the salutation (i.e., Dear Nisrine :). • In all other cases, however, use the personal title and

full name followed by a colon. • Leave one line blank after the salutation.

Salutation Cont.

• If you don’t know a reader’s gender, use a nonsexist salutation, such as "To Whom it May Concern." • It is also acceptable to use the full name in a

salutation if you cannot determine gender. • For example, you might write Dear jihad madih:

Examples or Salutations

• Dear Personnel Director,• Dear Sir or Madam (use if you don't know who you are writing to)• Dear Mr., Mrs., Miss or Ms (use if you know who you are writing to.• VERY IMPORTANT use Ms for women unless asked to use Mrs. or Miss) • Dear Abdelhamid (use if the person is a close business contact or

friend)

Body

• For block and modified block formats, single space and left justify each paragraph within the body of the letter.• Leave a blank line between each paragraph. • When writing a business letter, be careful to remember that

conciseness is very important.

Body (Cont.)

• In the first paragraph, consider a friendly opening and then a statement of the main point. • The next paragraph should begin justifying the importance of the

main point.• In the next few paragraphs, continue justification with background

information and supporting details. • The closing paragraph should restate the purpose of the letter and,

in some cases, request some type of action.

The Reference Give a reference for the reason you are writing

•With reference to your advertisement in the Times, • your letter of 23 rd March, • your phone call today,• Thank you for your letter of March 5 th

The Reason for Writing

• I am writing to enquire about • I am writing to apologize for • I am writing to confirm

Requesting

•Could you possibly?• I would be grateful if you could

Agreeing to Requests

•I would be delighted to

Giving Bad News •Unfortunately •I am afraid that

Enclosing Documents

•I am enclosing•Please find enclosed •Enclosed you will find

Closing Remarks

•Thank you for your help. •Please contact us again if we can help in any way. • If there are any problems. • If you have any questions.

Reference To Future Contact

• I look forward to ...•hearing from you soon. •meeting you next Tuesday. •seeing you next Thursday.

Closing

• The closing begins at the same horizontal point as your date.•One line after the last body paragraph. •Capitalize the first word only (i.e., Thank you) • Leave four lines between the closing and the

sender’s name for a signature. •Put your position if you would like to.

Closing (Cont.)

• If a colon follows the salutation, a comma should follow the closing

• otherwise, there is no punctuation after the closing.

Business Letters

Job application letter&

Invitation letter

Job application letter:

Things To Remember :

- Before writing an application, find out as much as you can about the job. - Make a draft plan first with what you want to put in your application. - Write it as many times as you want until you get it right. - Always check spelling and watch your grammar, read it for mistakes before you send it. - Write neatly, but get it typed if you can.

Riffi-elgharib NisrineMohammed V Th StreetRabat. Morocco 3047June, 20, 2013

Dear Mr. Boulif,

My relevant experience and my educational background in business would probably enable me to be qualified for Public Relation position in your company.

In June of this year I expect to have my master degree in Business Communication master Program, from which I developed strong communication skills, consumer service and administrative skills, one of my key qualities is the ability to work with people in any level of an organization. My background plus my extensive office experience would possibly help me to manage a Public relations department.

If there is any open position in this department within your company would you please let me know who I should contact for more information. Details of my academic courses are included in the enclosed resume.Thank you for your kind consideration. I look forward to hearing from you to arrange an interview. Sincerely,Riffi-elgharib Nisrine    

Job applicationletter

Invitation letter

Tips :

- Include on the inner envelope whether or not a person is allowed to bring a guest. - You do not need to include any punctuation at the end of each line. - Do not use abbreviations when writing formal invitations.- You can make your invitation short by writing things specifically and understandable. - Do not include the zip code on the address printed on the invitation. - The font used on a formal invitation should reflect the mood of the event and/or the corporate identity of the brand behind the event. - An electronic invitation should use the same wording and etiquette as a written invitation.

Name of businessStreetCity, state, zipphone numberAugust 15th, 20—

Dear valued customer:Our records show that you have been our customer since our grand opening last year. We would like to thank you for your patronage by inviting you to our preferred customer Back-to-School Extravaganza, which will be held this Saturday.Saturday's sales event is invitation-only. All of our stock, including electronics, will be marked down 20% - 50%. Our doors will open for our preferred customers at 8:00 a.m. Complimentary coffee and donuts will be served. Public admission will begin at noon.Please accept the enclosed $5 gift certificate to use with your purchase of $30 or more and the $10 gift certificate to use with a purchase of more than $100.We look forward to seeing you on Saturday. Please bring this invitation with you; it is necessary for admittance. Sincerely,Your SignatureYour Typed nameYour Title

Invitation letter

Requesting Information Letter

&Reprimanding Letter

Requesting Information Letter

From Section Company name:Address : ________,Contact Numbers,Home : __________,Cell : __________e-mail : __________,

Date : _______,

To, sectionTitleCompany Name ________,City, State, Zip ________.

Requesting Information Letter

-Address the letter

-State the purpose of the letter.

- Make your request: Request information about Product/Company/ Brochure etc...

E.g.: Ask the company to send you a brochure or a catalog to allow you to have the information you need to decide whether or not to order the product.

Some useful expressions to Request Further Information:Would (Could) you please send me ... I would also like to know ...Could you tell me whether...

- Closing paragraph: your "CALL FOR ACTION." Close the letter. Thank the company for taking time to complete your request and sign the letter "Sincerely," followed by your name.

Dreamtime Movies Universal Ltd54 Oxford Road, Skagnes SK3 4RGTel: 0223 123 4567 Fax: 0223 765 4321Email: info@dreamtimemovies.com.uk

Date

Lingua Services Galactic Ltd69 Milk StreetLONDON SW7 6AW

Dear Sirs

Translation Brochure

I should be grateful if you would send us your brochure and price list about your translation services.We are currently developing our sales literature and web sites and are interested in translating these into five languages apart from English.

I look forward to hearing from you.

Yours faithfullyAndrea PhilipsAndrea PhilipsMarketing Manager

Employee Reprimanding Letter Example: TO: Employee Name/TitleFROM: Your Name/TitleDATE:SUBJECT:

• Try to begin the letter with a positive quality in the employee. • Be upfront about why you are writing the letter and emphasize the problem.

• The letter should be expansive enough to cover any future challenges or confrontations. • The letter should include suggestions on how the situation can be corrected. • Clearly define consequences if improvements are not made.• End the letter on a positive note.

-Sign the letter "Sincerely," followed by your name.

TO: Employee Name/TitleFROM: Your Name/TitleDATE:SUBJECT:

Dear _____________,

During the past three years of your employment, you have demonstrated a terrific work ethic. It has, however, come to my attention that you have been late for work four times this week, that’s why I must warn you that I have noticed the behavior and expect it to stop. It is important that you arrive on time to count your till and straighten the merchandise before the doors open at 10:00 a.m.

Please organize your morning routine so you can arrive five minutes before your scheduled shift. When you arrive, check in with me at my office. I am sure you will be able to rectify this problem with a little more effort.

Sincerely,

Sales upgradation letter

Mr. ___________,Managing Director,Buy-You-Out International24 Cheshire Street,_________, (country name).23rd, January, 2008,To,Dear Mr. _____,

The Flagstone Company is a fast food company based in UK. We have various outlets within the city and in other cities and towns around the country. Our fast food outlets are quite popular with young people. The easy going modern ambiance and great tasting food makes our restaurants ideal places for social gatherings.

We are planning to expand our network into Scotland and France. To do this we require more capital. We are therefore offering to sell some of our outlets to interested investors. Should you be interested in this, you will become a shareholder in Flagstone Company. This is a great opportunity to be part of a company with great potential for growth.

For more details on the outlets available for sale and the nature of the contract please visit our website at ______________. Would you please, have your assistant drop me a note or phone if you require further information.We look forward to hearing from you.

Yours Truly,Name : _____________,DirectorFlagstone Co Limited Fax, Phone, e-mail,_______________.

Sales upgradation letter

Memos

1- What is a Memo?

A memorandum is an internal document used within an enterprise to "formally" communicate information and policies. For a variety of both operational and functional reasons, businesses should use memo formats only for internal communications- or communications inside the boundaries of the organization.

2- Memo Construction 1. Begin a memo with this standard heading:TO: This is where the name of the recipient goes, along with their title in the company.FROM: The name of the sender, his/her positionSUBJECT: The title of the memo. It mentions the situation the memo will address.2. Next, the memo’s content generally follows this structure:a. Situation/Problem - an introduction or the purpose of the memo followed by a description of the issue at hand.b. Solution/ Action– the steps needed to resolve the problem and how they are to be carried out.c. Closing - end with a polite expression; also, provide a contact number where the recipient can reach you and offer to answer any questions that may arise

3-Types of Memos

3- 1 - Information Memo

used to deliver or request information or assistance

first paragraph provides main idea second paragraph expands on the details third paragraph outlines the action required

3-2 Announcement Memo

A type of memo that is used to inform or present an announcement.

Introduction Main point Secondary Information Action

MEMORANDUM To : All Staff From : Elaine Thomas, Administrative Officer Date : 12 May 2002 Subject : Operating Instructions for New Copying Machine A new photocopier has been installed in the general office. All staff are welcome to use it. To ensure the copier's survival, it is important to keep the following procedures in mind: - Use the machine for no longer than 30 minutes at a time- After use, allow the machine to cool for at least five minutes- Make sure the switch is turned off after use.

Please speak to me if you have any questions about the machine.

3-4 Response memo

The purpose of this memo is to provide the audience with desired information. It usually has four parts:

purpose statementsummarydiscussion

action

TO : Design Team #362 FROM: W.B. Working DATE : May 27, 1997 SUBJECT : Project SchedulePurpose : This memo responds to your request that the weekly meeting be moved from 9am to 10am.Summary: This request is satisfactory as long as it is approved by management. Discussion: Management usually has no problem with the individual time changes in meetings, as long as meeting minutes are turned in by noon to Cathy. Action : I have asked Cathy if she thinks this would be a problem and she said no, so all we need to do now is get approval from Steve.

Faxes

1. What is the fax (telefax)?

Fax is derived from the Latin word “fac simile”.

It is a mode of international telecommunications, which has been increasingly in use over the world. It is characterized by using the advanced electronic data interchange (EDI) procedures to make true-track duplicates of original writings and send to the desired destinations.

2- The Format of Fax

Heading

Body

Date: FacsimileTo: X X XCompany: X X X Corp.Fax No: X X No. of pages:_____From: X X Page 1 of 2Message:Dear Mr. X X X, Body/Message

Yours sincerely,(Signed)

2.1 - Sample Fax

2.2-Typical Sentences

i. I sent a fax of my letter to our Hong Kong office.ii. I faxed it this morning.iii. He sent his letter by fax to Mexico City yesterday.iv. Have you got the contract faxed to you by Mr. Thompson this

morning?v. All I do is fax her the price list.

4-The advantages of the faxI. The content that can be used for transmission ranges over a wide field.

II. It is fast in transmitting.

III. It is cheap in cost.

IV. It is simple as well as convenient to use.

V. It is a 24-hour service.

VI. It can provide a written record of what you have transmitted.

5-What are to be noted when using the fax?

I. it is easy to make imitations of true documents. So, care must be taken when we use this method.

II. different country holds different view about the legal force of a fax message.

III. Make your message as clear and concise as possible

IV. A fax is a kind of document which has legal effect. If you make quotation to your customer or convey the content of the contract, you should make sure what you have written is correct.

V. A fax is not an instant operation, and the sender can’t ensure whether the receiver can receive the fax in time or that its content won’t be seen by others. Therefore, the sender should carefully handle the sensitive and confidential information.

Thank You For Your Attention

References

U n i t 3 F a x e s a n d E - m a i l s http://wenku.baidu.com/view/b39220fcc8d376eeaeaa31ac.html

Writing Class: Formal Expressions http://www.flo-joe.co.uk/cae/students/writing/express/

C, N. (2011, 01 21). Communication Devices in Computer Network. Retrieved 03 03, 2012, from the online tutorials: http://theonlinetutorials.com

Letter writing guides and models for students http://www.eslflow.com/LetterWriting.html

How to Write a Memo http://www.wikihow.com/Write-a-Memo

Business Memos http://writing.colostate.edu/guides/guide.cfm?guideid=73

Audience and Purpose https://owl.english.purdue.edu/owl/resource/590/1/