Items 15-21 pgs 290-294 Flashcards
Common form of writing in any organization
Business Letters
The traditional parts of a business letter are?
a. heading
b. inside address
c. salutation
d. body
e. complimentary close
f. signature
includes the address of the writer and the date when the letter is written
Conventional heading
uses the company’s stationery, which bears the company’s logo address, telephone number, and other information
Modern heading
The heading is followed by this, which indicates the name of the recipient of the letter, their designation/position in a company or organization, and the company’s address
- There is a possibility that the recipient has no business of company affiliation: indicate the recipient’s address
Inside Address
Follows the inside address
Greeting or Salutation
- Should be simple, clear, and focused
- Normally has three paragraphs
o First paragraph: provide a reason for writing
o Second paragraph: give more specific details about the information provided in the first paragraph
o Last paragraph: emphasizes the reason for writing and expresses gratitude to the reader for taking time out to read/review the letter
Body of the Letter
- Sincerely yours; Very sincerely yours
- Sentence case
Complimentary Close
Above your typed name
Signature
What are the Business Letter Formats
Semi-block
Modified Block
Block
- Another communication material. Also known as memo
- Latin term that means “it must be remembered”
- Usually issued and disseminated by those in mid-level positions and up in an organization
- Serves as a reminder to one’s constituents to do or act upon something
- This is done so that the concerned constituents will be properly guided as to what to do next so that errors in the organizational system/process can be avoided or if
- already made or committed, it may or will not happen again
Memorandum
Contains directives that organization members need to follow.
Instruction Memo
Contains requests for the provision of facilities and services.
Request Memo
Notice of important events in the organization.
Announcement Memo
Notice officially announcing the release of a report.
Transmittal Memo
Granting permission to the undertaking of an operation in the organization
Authorization
HOW TO CONSTRUCT EFFECTIVE MEMORANDUM
- The first part should contain the most important information
o Indicate the information you want and the reason - Succeeding parts may discuss in specific terms what has been indicated in the first part
- Conclusion should be clear so that readers will know what to do after reading the memo
- Address only to those who are concerned
- Review before releasing, especially if it contains confidential information
Organizations, institutions, agencies, and even smaller units or offices hold meetings from time to time. It is important that things discussed in the meeting are documented so that you can refer to them when issues arise in the future.
- Soft and hard copies are recommended
Minutes of the Meeting
- In preparing the minutes of the meeting, the minutes-taker must ensure that the minutes are:
o In chronological order
o Factual, brief, and free from editorial comments or slanting of factual statements
o The gist or a recording of summary of the meeting and not a transcription of the matter discussed; and
o A verbatim report of parliamentary points, motions, resolutions and points of order
NOTE
- Purpose: Attract clients or secure support from possible
investors or organizations. - Goal: Have the proposal approved by the prospective client
- Know and understand the target client when developing a proposal
- Ensure that the proposal has sound methodology, feasible solution to the problem that the company is facing, practical schedule, and a valid and sustainable budget
- 3 major parts
o Problem statement
o Proposed solution
o Costing or pricing - Should be accompanied by a cover letter and should begin with a title page with your name/name of the company, company to whom the proposal is being submitted, and date submitted
Business Proposal
- Highlights what you/company is all about, services it provides, and how it differs from others
- Should be the selling point
Executive Summary
- What the prospective client is experiencing
- The client should be convinced that you understand their situation
Problem Statement
- Should explain how you will resolve the client’s concern/s
- Offer a sound method by which you will address the problem, spelling out the step-by-step procedure you will employ to carry out your plan effectively
- The step-by-step procedure should have a timetable or schedule for the completion of the project
o Timetable should be realistic - You can state your qualifications and your experience in the field to convince your prospective client
Proposed Solution
State the price of the services you will render if given the chance
Costing
SOCIAL MEDIA CHANNELS
- Most popular social media website
- Developed by Mark Zuckerberg in early 200s
- Allows you to be connected with people whom you have not met yet; reconnect with family, friends, and acquaintances; and stay in touch with them
- Used by organization and companies nowadays
- Fastest way to reach out to others and disseminate information (example: advertising events like convention, lecture, or symposium)
- As a social networking service is used for professional networking
- Employers use this site to post job vacancies
- Interested applicants post their curriculum vitae or résumé
- An effective way to connect professionals and establish professional linkages
- When sharing curriculum vitae in LinkedIn, no need to post home address and other personal details
