WrittenCommunications

1、written communicationsbusiness emailsmemosminutes2 informal conversational tone but not too casual and familiar see email b, page 18 short dont use emoticons except when a relationship has been established use short simple sentences businesspeople are in a hurrybusiness emails 1business emails 1styl

2、estyle3 subject line your email must have one people wont open it for fear of viruses spam filter might throw the message away specific examples of a bad subject line “good news” “hello!” “message from dan” example of a good subject line order no. 2348x helps your email archive function better short

3、business emails 2business emails 2structure 1structure 14 greeting very informal with no name is best example: “hello,” exception you are writing to a superior write: “dear mr. smith:” use a colon instead of a comma you are writing to someone you know well can use their first name always include a g

4、reetingbusiness emails 3business emails 3structure 2structure 25 body purpose first paragraph should say what the email is about action second paragraph should say what the reader should do it should be polite examples for subordinates: “could you”, “i would be grateful if” example for superiors: “p

5、lease” attachments always refer to any attachment be sure to include any attachment referred to attachment name should be clear “message.doc” is bad “qa report 2011.doc” is goodbusiness emails 4business emails 4structure 3structure 36 signature use a polite closing phrase examples “yours sincerely,”

6、 “best regards,” best wishes,” include contact information except for email address you name full name, no initials title company namebusiness emails 5business emails 5structure4structure47 answer every question asked use good grammar and spelling reply professionally reply legally no libel reply qu

7、ickly do not write in capitals re-read the email before you send itbusiness emails 6business emails 6tips 1tips 18 document used for communication within a companymemos 1memos 1definitiondefinition9 persuasion feedback react to a situation communicate basic informationmeeting timesdue datesmemos 2me

8、mos 2purposepurpose10 short informal but not as casual as a personal letter you still need to be professional what is permissible humor first names purpose stated in the first sentence bulleted lists are often used to condense informationmemos 3memos 3stylestyle11 almost all memos have same structur

9、e (cf. p32) to: from: often initialed in ink to show senders approval date: subject: body of the message purpose first sentence context why its necessary to write the memo leave out sensitive information no need for a closing the “from” field takes care of thatmemos 4memos 4structurestructure12 form

10、al notes of a business meetingminutes 1minutes 1definitiondefinition13titlecompany namelocation of the meetingwhen (date and time) was the meeting?who attended?who did not attendwho took the minutesminutes of the previous meeting were approvedcurrent agenda itemsany other business (aob) discussedall

11、 motions (or proposals) passed (or agreed to)what actions decided upon?who is to do any action decided upon (and when)?what materials were distributed?follow-up meeting (date, place, time, and why)?minutes 2minutes 2contents 1contents 114 introductioncompany namereason for the meetingdate, time, and

12、 place of the meetingwho is presentwho is absentminutes 3minutes 3structure 1structure 115 minutes of the last meeting unfinished agenda items from last meeting agenda for this meeting any other business (aob)items discussed, but not on the agendaminutes 4minutes 4structure 2structure 216 minutes mu

13、st be kept in time order write minutes immediately after meetingwhen things are fresh in your mind consider using a tape recorder sit next to chairpersonto get help if you need itminutes 5minutes 5tips for taking minutes1 tips for taking minutes1 17 what to write down all motions who made the motion who voted for who voted against did the motion pass? was the motion