NCFE L 2 Business Unit1Administration Communication The Methods of Communication - Letters

The Methods of Communication - Letters Objective: To understand the use of business letters Success Criteria: I can use the correct salutation and signature I can explain the importance of using formal language in business letters I can evaluate the advantages and disadvantages of using letters in business

Letters are one of the main methods of communication for any business. It is really important to any business that they get their message across in a formal and professional way. Letters are normally used to communicate externally but can also be used for formal internal communication. They are handy: As a permanent record of what was communicated If a message is complicated or there is lots of information.

There is a standard format for business letters. If the company has a letterhead, you should use this paper. It looks professional and shows that you are efficient. You must include your business contact information and registered address (as at Company’s House) The name of the directors should be listed. Any professional organisations or institutions. The company logo if you have one.

Once you have a standard format of the letter, you can save this as a template on your office server and then each person can access it and use it when needed. You can also set up a function called a mail merge. This means that you can add multiple addresses from your online address book to a letter to save time.

Speed? Proof? Safety? 0:37 0:36 0:38 0:41 0:35 0:40 0:39 0:33 0:30 0:29 0:31 0:32 0:42 0:34 0:45 0:52 0:51 0:53 0:54 0:56 0:55 0:50 0:49 0:28 0:44 0:46 0:47 0:48 0:43 0:25 0:07 0:06 0:08 0:09 0:11 0:10 0:05 0:04 End 2:00 0:01 0:02 0:03 0:12 0:13 0:22 0:21 0:23 0:24 0:26 0:57 0:20 0:19 0:15 0:14 0:16 0:17 0:18 0:27 0:58 1:39 1:38 1:40 1:41 1:43 1:42 1:37 1:36 1:31 1:30 1:32 1:33 1:35 1:34 1:44 1:45 1:55 1:54 1:56 1:57 1:59 1:58 1:53 1:52 1:47 1:46 1:48 1:49 1:51 1:50 2:00 1:29 1:08 1:07 1:09 1:10 1:12 1:11 1:06 1:05 1:00 0:59 1:01 1:02 1:04 1:03 1:28 1:13 1:23 1:22 1:24 1:25 1:27 1:26 1:14 1:21 1:17 1:16 1:20 1:18 1:19 1:15 With a partner come up with at least 3 benefits of letters and 3 drawbacks. Be ready to share these with the whole group.

Where does the recipient business address go on a letter? How do you end a business letter? (2 marks) Give me 3 things that should be included in a letterhead What type of font should be used? Why? Why do businesses use letters? CHALLENGE: Why are business letters not the best way to get new customers?

Your task: You are a new employee at Tomorrow’s Travel. You are really keen to impress your new boss. They are currently experiencing a decline in sales and feel that an image makeover is needed to help get them back on track. Being the new, enthusiastic employee that you are, you have volunteered to take on the role of creating a new letterhead for the business. Details: Tomorrow’s Travel, 123 Anstey Road, Leicester, LE6 3JS. Tel 0116 2867732, Fax 0116 2867731, Email sales@tomorrowstravel.co.uk Website www.tomorrowstravel.co.uk. Business owner Mrs C Shore. The business is also ATOL and ABTA registered. Once you have designed your letterhead, you must write a business letter to a customer explaining that you have managed to find her a suitable holiday. Customer Mrs E Damm, 39 Lemontree Lane, Sileby, Leicestershire, LE9 3RF Date use today’s date Subject Holiday search Main body of the letter Thank her for the enquiry Explain what you have found in relation to hr request Suggest what you think might be the best option Ask her to contact you to confirm her decision Thank her for using your company Signatory Sign off the letter appropriately

Plenary: Roll of a dice? Why might a bank choose to inform customers of changes to their bank account? Why might a manager not use a letter to tell their client that a meeting tomorrow is cancelled? Why might you use a standard form of letter? Why is a letter not always secure? How can you make sure that a letter is received? Why should you use a simple font? 40 41 39 43 44 38 42 36 33 32 34 35 45 37 47 56 55 57 58 60 59 54 53 48 31 49 50 52 51 46 29 9 8 10 11 13 12 7 6 1 End 2 3 5 4 14 15 24 23 25 26 28 27 22 21 17 16 18 19 20 30