1. Internal/External Correspondence Business Information Management II

2. “Copyright and Terms of Service Copyright © Texas Education Agency. The materials found on this website are copyrighted © and trademarked ™ as the property of the Texas Education Agency and may not be reproduced without the express written permission of the Texas Education Agency, except under the following conditions: 1)Texas public school districts, charter schools, and Education Service Centers may reproduce and use copies of the Materials and Related Materials for the districts’ and schools’ educational use without obtaining permission from the Texas Education Agency; 2) Residents of the state of Texas may reproduce and use copies of the Materials and Related Materials for individual personal use only without obtaining written permission of the Texas Education Agency; 3) Any portion reproduced must be reproduced in its entirety and remain unedited, unaltered and unchanged in any way; 4) No monetary charge can be made for the reproduced materials or any document containing them; however, a reasonable charge to cover only the cost of reproduction and distribution may be charged. Private entities or persons located in Texas that are not Texas public school districts or Texas charter schools or any entity, whether public or private, educational or non-educational, located outside the state of Texas MUST obtain written approval from the Texas Education Agency and will be required to enter into a license agreement that may involve the payment of a licensing fee or a royalty fee. 2Copyright © Texas Education Agency, 2011. All rights reserved.

3. Goals for This Lesson Students will understand types of internal correspondence and appropriate uses and formatting for each Students will understand types of external correspondence and appropriate uses and formatting for each 3 Copyright © Texas Education Agency, 2011. All rights reserved.

4. Types of Correspondence Internal Memos or emails to employees Employee manual External Press release Advertising Business letters Customer surveys 4 Copyright © Texas Education Agency, 2011. All rights reserved.

5. Directional Communication Upward management Downward subordinates Lateral peers 5 Copyright © Texas Education Agency, 2011. All rights reserved.

6. Communications Plan Considerations What is your message? What is it you want to communicate? Who is your audience? Employees Customers Investors What type of correspondence is most effective? Depends upon message, audience, and purpose 6 Copyright © Texas Education Agency, 2011. All rights reserved.

7. Examples of Situations Requiring a Communications Plan A grand re-opening of a store location A new business in the community Job fairs A local charity event A fund-raising event Sales promotion 7 Copyright © Texas Education Agency, 2011. All rights reserved.

8. Assignments Employment Policies Assignment #1 In Publisher or Word, students will prepare an Employment Policies brochure. Be sure to utilize all six panels of the brochure. Use appropriate design elements such as a balance of text and visuals, section headings, and efficient use of white space. Topics that should be addressed include, but are not limited to, vacation/sick days, work hours, dress code, benefits such as insurance and retirement, and other elements that may be researched on the Internet. Case Studies Assignment #2 This assignment requires the creation of several documents based upon the scenario presented. Using the “Business Scenario Assignment” at the end of this lesson (which can also be found at the bused.org web site above on pages 42-43) and the 2 scenarios that follow (which may also be found at the sdsu.edu web sites above), create the required documents. Be sure to use professional language, proper grammar and punctuation, and proper formatting in each document. 8 Copyright © Texas Education Agency, 2011. All rights reserved.

9. Assignments (Continued) Book Store Activity Assignment #3 You have worked at a book store for two years, and recently profits have decreased and there are many negative issues with the store. The store also sells CDs, DVDs, and video games. The manager was fired so the owner has promoted you and has charged you with turning the store around. Regarding the store itself, the books are improperly shelved, inventory is piling up in the back room, the shelves are dirty and unorganized, and CDs and DVDs are also shelved improperly or are missing. Regarding employees, they are frequently late, take long breaks, and leave early with no penalties. They are standing around, and they are not checking customers for or issuing membership cards to the store’s rewards program. Develop a communications plan to turn this store into a success again. Prepare any documents necessary, using any suitable Microsoft Office applications, to announce a Grand Re-Opening, including, but not limited to preparing: 1) postcards to neighborhood residents, 2) memos to employees with incentives for offering membership cards, 3) flyers offering commission for selling a pre-determined number of books, CDs, videos, or video games, 4) letters to the community with discount coupons, and 5) any other documents necessary. Affix these documents to a poster to be displayed around the room. 9 Copyright © Texas Education Agency, 2011. All rights reserved.