10. Various fforms office correspondence.pptx

Various forms office correspondence

1. Various forms of office correspondence

2. OFFICE CORRESPONDENCE A written exchange of internal and external communication to support all business processes. It is also known as the business correspondence.

3. BUSINESS MEMO DEFINITION A short note written as a communication. A written communication strictly between the company’s offices to another, or used in internal correspondence. The difference between a memo and a letter is that the memo has its title line and series number. The employees tend to read the if the title line is related to their job description. It is also used to implement internal guidelines or procedures that the employees must follow.

4. SOME TYPES OF MEMOS OPERATIONAL MEMO FINANCIAL MEMO REQUEST FOR ACTION DIRECTIVES TRIP REPORT FIELD REPORT DRESS CODE MEMO

5. PURPOSE OF A BUSINESS MEMO A memo’s purpose is often to inform, but it ocassionaly includes as element of persuation or a call to action.

6. BASIC CHARACTERISTICS/FEATURES OF A MEMO Begins with headings such as To, From, Date, and Subject; such headings are frequently capitalized and in boldface type. Contains statement that is usually written by higher authorities of an organization for the purpose of sharing information. Records and relay information and makes brief appeal. Less formal than a letter.

7. DO’S OF A MEMORANDUM Do stay informed Do continue to assume all hiring information given to you by your employees is valid and complies with the existing immigration laws. Do remember that you are a trusted source of information. Do continue to complete form 1-9 for all new hires. Do update your policies and procedures or service letters, company loans and NCIS.

8. DON’TS OF A MEMORANDUM Don’t poll your employees Don’t refer your employees to a source you have not vetted Don’t ignore that employees are excited about the executive order

9. ORGANIZATION/PATTERN IN WRITING A BUSINESS MEMO Present the main point first Maintain a professional, succinct style Create a very specific subject line to give the reader as immediate idea of the memo’s subject and purpose Provide a summary or overview of the main points, especially if the memo is more than one page Use format features, such as headings, to signal structure and guide readers to the information they’re seeking

10. BUSINESS LETTER MEMO SAMPLE (Announcement Memo) Little Children Playschool Forbes Village, Makati City Series No. 16 – 005 To: All Pre-school Teachers From: The School Director Date: February 24, 2016 Subject: Company Outing In line with the approved budget for the year 2016 – 2017 is the pursuance of the proposed company outing this coming March 21 to 21 at the San Gregoria Farms and Leisure. We advise everyone to prepare your sports outfit and toiletries. We look forward to see you enjoy in our two day company outing. Thank you for your continuous support. (signature) Emelda C. De Marlon

11. EXPLANATION: The announcement memo includes information about the company outing of the employees. The company also uses their own letterhead.

12. BUSINESS EMAIL DEFINITION • Business e-mail is an office correspondence that can either be internal or external. There is no required format in writing e-mail correspondence but it is expected that the writer maintain a professional tone. •Note that the header of the letter is written on the blank fields including the ‘from’ and ‘to’ fields. ‘From’ contains e-mail from the sender while the field ‘to’ contains the email of the recipient.

13. PURPOSE For sharing basic information For marketing and advertising F or negotiations

14. CHARACTERISTICS/FEATURES OF BUSINESS EMAIL Concise Intention - focused Summarizing Well – organized Visually scanrable Polite tone and tone appropriate Clear on action

15. ORGANIZATION/PATTERN IN WRITING A BUSINESS EMAIL Find your business email audience Know the structure of a business email How to write a business email? Key Points To Remember: Be concise Don’t use as inappropriate email address from which to send your email (such as ‘ hotlips @yahoo.co- uk ') Make sure you title your email clearly is the subject box as this helps the reader to refer to your email at a later date. Use ‘ plais -text‘ for your formatting rather than HTM2 Use bulleted lists and keep paragraphs short Do not block capitals Do not use ‘emoticons‘ Avoid over-familiar language, slang or abbreviations – such as LOL or BTW Don’t be sloopy with grammar or ignore formatting

16. DO’S OF A BUSINESS EMAIL Consider your readers Provide a clear, specific subject line Use excerpts from previous messages to clarify what you’re replying to Remove long lists of recipients’ names and addresses Strike a balance between formal and casual language Read and then reread your message before you send it Key is your name at the end of your message Be careful how you present your message Acknowledge receipt of messages promptly Observe the common practices of your company

17. DON’TS OF A BUSINESS EMAIL Never substitute email for necessary face-to-face meetings Never assume that email is private Don’t assume that everyone reads email immediately Never send as angry message via email Never send as email message written in capital letters, LIKE THIS (Using all capital letters in any context is regarded as the email equivalent of shouting) Never forward jokes, spam, chain letters, or advertisements Do not reply to everyone who received an email unless it’s relevant to them Do not use email for any illegal or unethical purpose

18. BUSINESS LETTER EMAIL SAMPLE From: Lance P. To: Letecia A. [email protected] Subject: Re: Vacant Position for Operations Manager Dear Ma’am Alvarado: Good day! In behalf of Areflor Funeral Homes, we extend our deepest gratitude for helping us scout qualified applicants in the industry. We hope to work again with you. Cheers! Best Regards, Lance Polido Human Resource Personnel Areflor Funeral Homes Brgy . West Rembo , Makati City Tel. No. (02) 811-11-11

19. EXPLANATION: In this example, the e-mail correspondence is informal and external. It expresses gratitude towards the effort made by the manpower agency. Make sure the office correspondence is concise and easy to understand. It is recommended for a correspondence to have brief sentences and paragraphs for the employees tend to read it quickly. Controlling the tone of writing is important in any office correspondence. It should not sound too formal or too informal.

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