Business_Correspondence_( Layout and Style)

Letter Writing format
Agenda and Minutes (Guidelines and Sample)
Circular and Notice (Structure and Sample)

1. Business Correspondence & Official Communication Layouts, Styles, Guidelines, and Samples

2. Contents / Agenda Letter Writing: Layout & Style Agenda & Minutes: Guidelines & Sample Circular & Notice: Structure & Sample

3. Introduction to Business Letters Definition: Formal written communication between organizations or individuals. Purpose: Convey information, requests, or responses formally. Types: Inquiry, Order, Complaint, Adjustment, Appointment, Resignation.

4. Layout of a Business Letter Sender’s Address Date Receiver’s Address Salutation/Greeting Body (Introduction, Main Content, Conclusion) Complimentary Close Signature & Designation (Optional: Diagram of letter layout)

5. Style of Business Letters Language: Formal, concise, polite, clear Tone: Professional and objective Formatting: Left-aligned, single spacing, paragraph breaks Tips: Avoid contractions, slang, and personal opinions

6. Sample Business Letter Example: Order Letter or Complaint Letter Label sections: Address, Date, Salutation, Body, Closing, Signature

7. Agenda Definition: List of items/topics for a meeting. Purpose: Organize flow, ensure all topics are covered. Key Elements: Meeting title, Date & Time, Venue, Topics, Chairperson & Attendees

8. Sample Agenda | Agenda Item | Description | Time | Person Responsible | |------------|-------------|------|-----------------| | 1 | Review last meeting | 10 min | Chairperson | | 2 | Project Updates | 15 min | Team Lead |

9. Minutes of Meeting Definition: Written record of discussion, decisions, and action points. Key Elements: Meeting title, Date, Time, Venue, Attendees, Discussion Points, Decisions, Action Items with deadlines

10. Sample Minutes Minutes of Meeting Date: …, Venue: …, Chairperson: … Decisions: 1) … 2) … Action Items: 1) … by …

11. Circulars Definition: Written communication to a large group. Purpose: Announce events, policies, or information. Key Elements: Heading, Reference No., Date, Subject, Content, Signature/Authority

12. Sample Circular Example: Annual Day Announcement Layout: Heading, Date, Subject, Content, Signature

13. Notices Definition: Public/formal announcement for information or action. Purpose: Notify members about events, meetings, deadlines. Key Elements: Heading, Date, Subject (optional), Content, Signature/Authority

14. Sample Notice Example: Library Book Return Deadline Format: Heading, Date, Notice Content, Signature

15. Thank You