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Using Letters, Memos, E-Mail, and Instant Messages

Using Letters, Memos, E-Mail, and Instant Messages. Letters, Memos, E-Mail and Instant Messages. Audience Format Readability Strategy. Types of Communication. Internal Understand the organization’s mission Identify potential problems React to changes External Cultivate an impression

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Using Letters, Memos, E-Mail, and Instant Messages

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  1. Using Letters, Memos, E-Mail, and Instant Messages Business Communication Essentials

  2. Letters, Memos, E-Mail and Instant Messages • Audience • Format • Readability • Strategy Business Communication Essentials

  3. Types of Communication • Internal • Understand the organization’s mission • Identify potential problems • React to changes • External • Cultivate an impression • Respond to crises • Gather information Business Communication Essentials

  4. Format Differences • Audience • Internal • External • Types of messages • Letters • Memos • E-mail • Instant messages Business Communication Essentials

  5. Format for Business Letters • Letterhead stationery • Date • Inside address • Salutation • The message • Complimentary close • Signature block Business Communication Essentials

  6. Format for Memos • Memo title • Headings • The message Business Communication Essentials

  7. Format for E-Mail • Headings • Salutation • The message • Complimentary close • Signature block Business Communication Essentials

  8. Instant Messaging • Replace in-person meetings • Replace phone calls • Supplement online meetings • Interact with customers Business Communication Essentials

  9. Advantages of Instant Messages • Rapid response • Reduced costs • Conversational aspects • Wide availability Business Communication Essentials

  10. Improving Readabilityin Short Messages • Vary sentence length • Shorten paragraphs • Use lists and bullets • Add headings and subheadings Business Communication Essentials

  11. Vary Sentence Length • Long sentences • Medium sentences • Short sentences Business Communication Essentials

  12. Keep Paragraphs Short • Length • Format • Transitions Business Communication Essentials

  13. Using Lists and Bullets • Sequence your ideas • Boost visual impact • Highlight key points • Simplify complex subjects • Help readers skim the text • Use parallel structure Business Communication Essentials

  14. Headings and Sub-Headings • Types of headings • Informative • Descriptive • Functions of headings • Organization • Attention • Connection Business Communication Essentials

  15. E-Mail Readability • Subject lines • Easy-to-follow messages • Personalized messages Business Communication Essentials

  16. E-Mail Etiquette • Practice courtesy • Send brief e-mail • Compose carefully Business Communication Essentials

  17. Compose offline Know the audience Clarify time zones Avoid flaming Limit messages Respect cultures Observe schedules Prioritize with care Practice E-Mail Courtesy Business Communication Essentials

  18. Send Brief E-Mail • Narrow scope • Short messages • Concise statements Business Communication Essentials

  19. Compose Carefully • Reply with care • Understand “cc” and “bcc” fields • Slow down • Reread the message • Edit e-mail messages • Understand e-mail permanence Business Communication Essentials

  20. Categories of Messages • Routine, good-news, goodwill • Bad-news • Persuasive Business Communication Essentials

  21. Reviewing Key Points • Writing letters, memos, emails, and instant messages • Improving short business messages • Writing effective email messages • Understanding brief messages Business Communication Essentials

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