4-0 Letters, Faxes, and s Letters, Faxes, and s

4-1 Discussion Questions 1.Do you like writing? Why or why not? 2.Which is more difficult? Writing in English or in Arabic/French? Why? 3.Which difficulties do you usually face when writing? 4.What do good writers do to compose well- written correspondence? 5.What would you like me do this semester to help you improve your business writing?

4-2 Lesson Objectives Lesson Objectives  To learn how to write professional  s  Business letters  Faxes

4-3 Send me an in which you tell me about how what you would like me do this semester to help you improve your business writing. Send me an in which you tell me about how what you would like me do this semester to help you improve your business writing.

4-4 is great because…  It gets to the intended receiver quickly  Its arrival can be confirmed easily  Your reader can reply to your message easily  It is cheap to use  It allows multiple copies and attachments

4-5 & Style  Do not confuse personal messages with business messages. Write clearly, carefully, and courteously; consider audience, purpose, clarity, consistency, conciseness, and tone.  Use correct grammar, spelling, capitalization, and punctuation.  Do not write words in capital letters in an message.

4-6 & Style  Keep your messages short and to the point.  Limit yourself to one topic per message.  Check your message for mistakes before you send it.

4-7 Abbreviations  AFAIK as far as l know  BFN bye for now  BTW by the way  COB close of business  FYI for your information  IOW in other words  NRNno reply necessary  OTOH on the other hand

4-8 Emoticons  Emoticons / Smileys :-) a smile :-( a frown ;-) a wink  They may be considered unprofessional.

4-9 When should a person use to send a message? EE mail is appropriate for positive and informative messages. MM ajor negatives, such as firing someone, should be delivered in person or via a letter - not in . SS end people only messages they need. REMEMBER: are legally binding communication.

4-10

4-11 Letters – 7 Components  Sender's address or letterhead  Inside Address  Date  Salutation  Body of the letter  Complimentary close  Signature

4-12 Sender's Address  Sender's address  Letterhead

4-13 Inside Address  Inside Address  Name  Courtesy title  Dr or Dr. ?  Prof or Prof.?  If name is not known, use:  Job title  Department  Company  Attention line

4-14 Date  Date  US vs. UK  Avoid figures

4-15 Salutation  Dear Sir / Madam  Dear Sirs  Dear Mr Smith, / Mr Smith:  Dear John  Hello / Hi

4-16 Body of the Letter  Block or modified block  Single-space  Double-space between paragraphs

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4-19 Complimentary close  Yours sincerely, (Known recipient)  Yours faithfully, (Unknown recipient)  Best wishes, (Close)  Yours truly, or truly yours, (US)  Old-fashioned  We remain yours faithfully,  Respectfully yours,

4-20 Signature  Type your name below your handwritten signature.  Your choice: initials, courtesy title.

4-21 Letters Optional Components  Your job title/Signature block  Private and confidential (Envelope)  Subject  Enclosures  Reference (Ref: EE1022)  Copies (C.C.)

4-22 Faxes  Facsimile: exact copy or reproduction  l sent a fax / We will fax you  Speed is important and recipient does not have .  Should not be used for confidential information.  When sending handwritten fax messages, use a dark color and make your writing large and clear.

4-23 Transmitting a fax  Correct fax number  Use fax transmission cover form  Recipient’s address  Fax message To:  From:  Fax no.:  Subject:  Date:  Page/s: