Session 8 Business Correspondence

BUSINESS CORRESPONDENCE

Session 8

AGUNG PRAPTAPA UNSOED

Will be discussed here: Routine

E-mail Message and Memos

Routine

Letters and Goodwill Message

Routine E-mail Message and Memos

E-mail E-mail

has become the primary communication channel for internal communication Now is expanded through other channels such as: facebook, ym, blog Used for external communication as well • • • •

Recruitment Marketing Purchasing etc

Tips for seccessful email for business  Subject: describe action taken • Example: sending you brochure about banking

kiosks

 Use saltation for friendly tone: • Example: Dear Sir, Dear Madam, Dear Sirs, Dear

John, Dear Sir or Madam

 Open with direct response to inquiry • Example: Thanks for inquiry about.......  Provide details concisely  Close with date and action request  Nice closing remaks: • Example: best, sicerely, regards

Organization of e-mail messages and memos 





Subject line:

• Summarize the central idea • Use an abbreviated style

Opening

• State the purpose of writing • Ask questions immediately • Supply information directly

Body • • • •



Explain details Enhance readability Supply graphic highlighting Be cautious

Closing

• Request action • Summarize • Avoid cliche ending

Routine Letters and Goodwill Message

Characteristics of Good Letters Clear

content A tone of goodwill Correct form

Organization of letter  Opening • Frontload with main idea • Tell immediately why you are writting  Body • Explain your request or response • Provide details • Consider using lists, headings, or colums to

improve readability

 Closing • Provide courteous conclussion • In requests, tell what action you want • Provide end date if appropriate

Goodwill Message Thanks

• Thanks for a gift • Thanks for a favour • Thanks for hospitality Recognition

• To respond goodwill message we may receive Symphaty

• To express condolences

Good Goodwill Message (5S) Selfless

• Focus on receiver

Specific

• Personalize the message

Sincere

• Show genuine feeling

Spontaneous

• Keep he message fresh and enthusiastic

Short

• Can be long, but the shorter the better

Assignment 6: E-mailing to overseas  You

should send e-mail to someone overseas, can be person, company, university, etc.  Should be in English  Send e-mail as many as possible  After you get response (answer), please post your email and the answer to elearning web blog: www.apbuscom.blogspot.com  Should be posted by Thursday 21 May 2009

Thank you Agung

• • • •

Praptapa:

Email: [email protected] Web: www.praptapa.com Blog: www.praptapa.unsoed.net Elearning Web Blog for Business Communication: www.apbuscom.blogspot.com

TIPs

for you today:

• “We should not only use all the brains we

have, but all that we can borrow”

(Woodrow Wilson)