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Chapter 7 Writing Memos, E-mail, and Letters
Business Communication Chapter 7 Writing Memos, , and Letters Copyright South-Western Cengage Learning
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Types of Business Correspondence
Memos and s Letters Other documents © Comstock Images / Jupiter Images can be sent and received on a PDA. 7.1 Business Correspondence
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Purposes for Correspondence
Provide a record Advise, direct, or state a policy Inform Request information or reply to requests Persuade Promote goodwill 7.1 Business Correspondence
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Planning and Organizing Messages
Planning messages Identify the objective Determine the main idea Choose supporting details Adjust the message for the receiver Organizing messages Direct order Indirect order 7.1 Business Correspondence
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Writing Memos Heading lines Body To line From line Date line
Subject line Body 7.2 Memos
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Writing Memos Notations Second page headings Memo templates
Reference initials Attachment or enclosure notations Copy or blind copy notations Second page headings Memo templates 7.2 Memos
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Editing and Publishing Memos
Edit the memo carefully Check for the 5 Cs Proofread the final draft Publish by interoffice mail or U.S. Mail © Digital Vision / Getty Images Check each memo carefully before sending it. 7.2 Memos
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E-mail Parts of an e-mail message To line Cc and bcc lines From line
Date line Subject line Body 7.3 and Instant Messaging
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E-mail Work-friendly features Address book Signature file Attachment
Draft Reply and reply all Forward Priority Return receipt 7.3 and Instant Messaging
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E-mail Netiquette Assign a high priority only when truly needed
Ask for approval before sending a large attachment Do not send confidential or sensitive information Do not use all capital letters Do not send flames—angry or insulting messages Do not send spam Do not use emoticons in business s Use correct grammar, spelling, and punctuation 7.3 and Instant Messaging
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Instant Messaging IM basics Buddy, contacts, or friends list
Chat window Worker-friendly IM features 7.3 and Instant Messaging
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IM Netiquette Do not use all capital letters
Remember that other users may have slower systems Do not send confidential or sensitive information Be brief Use status options Use an appropriate level of formality Do not leave other people waiting for your response Learn about and use the security features 7.3 and Instant Messaging
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Writing Letters Standard parts Date Letter address Salutation Body
Complimentary close Writer’s name and title Reference initials 7.4 Letters
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Writing Letters Optional letter parts Attention line Reference line
Subject line Postscript 7.4 Letters
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Editing and Publishing Letters
Business letter formats Block format Modified block format Business envelopes Address format MR JIAN WANG 49 RED CANYON ROAD BISBEE AZ The U.S. Postal Service recommends using all capitals in the envelope address. Envelope feature Folding letters 7.4 Letters
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Using Mail Merge Available on many word processing programs
Allows users to create mailings efficiently Main document Data source Field codes Merged documents A wizard makes using mail merge simple. 2.1 Diversity at Work
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Vocabulary attachment notation blind copy notation body contacts list
emoticon enclosure notation flame instant messaging (IM) invoice letter memo mixed punctuation netiquette open punctuation postscript reference initials spam subject line
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