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Meaning of Correspondence:-•The term in modern times for correspondence Means communication by letters
•Correspondence is communication in writing between two persons•On matters of personal/official/business interest
Meaning of CorrespondenceCorrespondence is communication in writing
of ideas/opinions/views between friends /relatives /between business houses/offices
Matters relating to personal matters/welfare/trade & commerce/official matters
Communication takes place between parties living at distant places
Distance one yard /thousands of miles
DefinitionThe objective of the writer of the letter-
convey to the receiver a message /information without establishing personal contact
Writer and receiver are not exchanging words /exchanging their views through written communication
Gestures to stress a point/modulation of voice not available to clarify
Business WritingYou have undertaken to cheat me. I woun’t
sue you ,for the law is too slow. I’ll ruin you. Yours truly, Cornelius Vanderbilt
One of the most effective business letters ever written
The above master piece was sent to his business associates who tried to swindle him
To write & convey your thoughts clearly /needs essential skills/success in a business
Importance of written communicationWriting is crucial to modern organizationsServes as major source of documentation
Business documents:-Reports/proposals/procedures/manuals/guidelines/business plans/memorandum/letters/emails/circular/notices/newsletters/websites
Employers look for good communication skills in employees/compose-edit your own mail
ImportanceTo be successful effectively communicate
your business messages(with whom?)
You may write business messages to conveyRoutine messagesGoodwill messagesNegative messagesPersuasive messages
It is necessary to use theRight approach/right words/right style that
most suit your message & reader
Correspondence in business activity is important function
The business activity is conducted /when they come in contact
Correspondence helps to bridge the distance and bring people together
Cheap and reliable method
It provides permanent record/necessity in litigation/extensive government regulation
They are convenient/can be composed & read when convenient
Drawbacks:-Require carful preparation/sensitivity to
audience & anticipated effects
Words spoken in a conversation may be soon forgotten /words committed to hard or soft copy become public record if conveyed to the media
Types of MessagesPositive messages/good news messages
Negative messages/bad news messages
Neutral messages/routine messages
Persuasive messages/influential messages
Five main stages of writing Business messages
Prewriting is planning stage-Determine your purpose-know your readers-Search and collect data for your
message(appealing to your audience-Organize & prepare an outline(main points)
Prewriting
Drafting RevisingFormattin
gProof
reading
Drafting: second stage/organize the collected information
-The right balance-concise and to the point-The right words-Tailoring language to the audience
Revising: Third stage /process of modifying a document
Formatting: Fourth stage Good looks/way you package your message
Proofreading: Is the final stage/essential part of rewriting & careful review of the final draft
This stage ensures that all errors in terms of content /tone/style have been eliminated
In 1979 Fortune Magazine interviewed many successful executives about what business schools should teach
“What kind of academic programme best prepares business school students to succeed in their careers?”
“Teach them to write better”
The seven C’s of Business letter writingClear-Concise-Correct-Courteous-
Conversational-Convincing-Complete
Effective Business Correspondence :Basic Principles
Place the Reader FirstKeep to the pointSet the right toneWrite a strong openingWrite a strong close
Common Components of Business LettersHeadingInside addressSalutationSubject or reference lineBody of the letterComplimentary closeEnclosuresCopies
Strategies for writing the body of a letter
State the main business /purpose or subject matter right away-let reader know from the very first sentence what your letter is about
Keep the paragraphs short
Provide topic indicators in the beginning of paragraphs
Place important information strategically
Focus on the recipients needs/purposes/or interests instead of your own-recipient oriented style (you –attitude)which does not mean using more of you
-making the recipient the focus of the letter
Give an action ending whenever appropriate (clears what the writer of the letter expects)
-I am free after 2.oo pm on most days. Can we set up an appointment to discus the matter further? I shall look forward to hearing from you
Internal communication in an organizationMemorandum(memo)Office OrderOffice CircularOffice Notes
Office order-It is a order . While drafting keep in mind-It should be correct /short & to the point-It should draw the attention of the concerned
person’s/who have to comply with the office order-It must contain the specific instructions or directions
for compliance-It must be authentic & duly signed by competent
authority
Aman Watch CompanyNew Delhi
Office Order
Reference :HR/2008/09 Dated: 05-09-2008
The management is pleased to grant the promotion to Mr Ashish sinha in recognition of his meritorious service to our organization for last five years.With effect from 01-09-2008,he will hold the rank of Manager Sales,and would be entitled to all the emoluments and benefits of this post.
To Ashish Sinha Sd/-CC: Accounts Officer Amit Sood
CC: Personal file Human Resource Manager
Memorandum(Memo) is a short piece of writing used by officers of an organization to communicate within the organization
-It is the most common form of written communication between people or departments/branch offices
Some organizations insists small events /requests/telephone/conversations on official matters /recorded in the form of memos
Memos have their utility-It does not leave any scope for ambiguity &
confusion /it can be used for giving instruction clearly
Since it is record of facts & decisions it can be used in future to establish accountability
It gives time to the receiver of communication to deliberate upon it & react
Printed memo forms are used
From____________ Subject________________ To ______________ Date________________ Or it can also beTo ___________________Date___________________From_____________Subject_________________No Dear Sir, or so onNo Yours Sincerely, and so on
MemoTo : Lab PersonnelFrom: Sushil KumarSubject: Final test report requirements
Beginning Monday ,December 19,all our final test reports must indicate –
1. Test results2. Dimension in proper order3. The distribution list4. Write the report immediately after the test5. Be sure all terms are spelled correctly6. Complete formulas
Office CircularThe circular is in the form of a letter
addressed to all office to all branches/departments
Is drafted in such a way that the information is useful and understandable
Purpose is to circulate information to the entire organization/department
Inviting office staff to a party/installation of card punching machine in the office
ABC LimitedNew Delhi
Circular number HR/09/2008/5 Date 06-09-2008
To all the employees
A four –hour computer –training program is arranged for all the employees on 25-09-2008,Sunday,in the office premises. The program will start at 10 A.M .All the employees are required to attend the program .
Sd/- Rajesh Sethi Human Resource
manager
MeetingsMeetings provides a group decision making
forumAgenda is a list of topics in a meetingA well prepared agenda will assist the
chairperson in directing the business of the meeting
Ensuring that decisions are reached in an efficient manner
AgendaTo keep the discussion on trackRemind members if discussion drifts from the
agendaTime the agendaDo not try to prematurely end the discussion(why?)If need is there to discuss an item in detail /hold
another meeting
Close-Close the meeting at the appropriate time-Is the meeting over?( Is this right)-Ask for final comments-Offer a summary-Thank the group
AgendaIs a list of topics covered in a meetingA well prepared agenda will assist the chairperson in
directing the business of the meetingEnsuring that decisions are reached in an efficient
mannerSpecial features of agenda1.It forms a part of the notice convening the meeting2.It is fixed beforehand/meant for orderly discussion &
deliberationIt lists all items/for discussion &
deliberation/accompany notes/dataContains name of org/venue/date/time/nature of
meetingThe last item” any other matter/business with the
permission of chair’
Minutes of the meetingDuring the course of meeting items /topics listed
in the agenda are discussed serially one by one
All participants express their views/opinions
Discuss amongst themselves the pros and cons of each item of agenda
Finally arrive at some conclusions/decisions
Kept on official record
Call them as minutes of a meeting
Minutes are the formal records of proceedings of a meeting
The purpose of writing minutes is1. To serve as the formal record of discussion2. To serve as a background for future discussion
The minutes of a meeting must contain1.Date & number of meeting2. A list of the names of those who attend the
meeting3. A list of those members who did not attend & from
whom apologies received4.Record of confirmation of the previous minutes/any
amendments agreed by the committee
5. The essential /relevant/background to the topic under discussion
6.A succinct summary of the discussion7. A clear 7 unambiguous record of the
discussion reached/resolution/bodies responsible for taking subsequent actions
8.Where discussion of a specific case leads to a policy issue/important that a separate minute be written on the policy issue( even if this did not appear in the agenda)
Remember –use the term chairperson not chairman/chairwoman
Non gender –specific language must be used in the minutes
MinutesBefore setting out to write a minute following
principles should be borne in mind
1. Brevity-A minute is a selective/not verbatim record2. Clarity-Those not present should be able to
understand/references –specific/relevant/accurate3.Self –Containment: It should stand by it self /no
additional information required/if background required /check references
4.Decisiveness-Decision /resolutions should be conveyed clearly/the language of it should be reproduced
5.Immediate recording/write up the minutes as soon as possible after the meeting
Lay out for conferences meetingsTheatre
Class room
Board Room
Hollow Square
U –Shaped
Banquet Style