Unit 02 Business Communications - student reference book notes

1. Business Communications Unit 2

2. OVERVIEW Writing business letters is one of the most important lessons in this Reference Guide. All student managers will write letters on personalized letterhead designed especially for their business. Using telephone and e-mail are an integral part of business.

3. Business Forms Address labels and metered postage Address labels and postage stamps Letter head stationary Speech Evaluation Forms While you were out slips

4. 2.1 Writing Business Letters Helping Managers Nouveau Investment Company will prepare a form letter each time a stock purchase is made Lee Community Center will prepare a newsletter on July 20 that will be reproduced and sent to all Pettisville businesses A special newsletter “mailer” is also provided that includes the bulk mail permit number and a place to list the mailing address

6. Introduction

7. Body

8. Conclusion

9. Make copies of your documents for two reasons:

10. Businesses keep records of all completed documents

11. You will need to have a work sampling for your final audit.The modified block letter style is best for handwritten letters. The block letter style is the easiest format for managers who are keying their letters on electronic letterhead stationary Formatting techniques are found on pages 96-97 in the Student Reference Book

12. 2.1 Writing Business Letters Parts of a Letter Date Letter Address Salutation Ladies and Gentleman Body Complimentary Close Only the first letter of the first word is capitalized Signature Enclosure Notation If you are sending a check or other business paper with the letter

13. 2.2 Using Telephone and E-mail Manager Tips The person answering the telephone for a business is the ambassador for that company and plays a significant role in the success or failure of the business. Viruses cannot be transmitted through the text of an e-mail. They are introduced when programs or attached files are downloaded. It is important to scan for viruses.

15. The manager must call on businesses that order mobile phone and DSL lines to make the installations, but there is no installation record for orders for cell phones.

18. Administrative Assistant

19. Editor

20. Journalist

21. Public Relations Specialist

22. Receptionist

23. Reporter

24. Secretary

25. Telemarketer

26. Telephone Operator

28. 2.2 Using Telephone and Email Be prepared when placing a call. Gather all of the information you need When taking a telephone message: Time & Date Name of caller Telephone number of caller Message Your initials

29. 2.2 Using Telephone and Email Email software contains the following parts: Inbox Outbox Address Book Heading Attachments Body Signature Footer

30. 2.2 Using Telephone and Email Email is relaxed It can promote poor writing habits as well as lack of courtesy Ex. Think of the language you use in email and text Email is not private Others can access your email, including your employer

31. 2.3 Speaking in Public Manager Tips Suggested length for a speech is three to five minutes.

32. 2.3 Speaking in Public Define the purpose of your speech Plan the outline for your speech Have a novel introduction Practice your speech Dress appropriately Also watch body language, posture, hand gestures, facial expressions, and eye contact Summarize the main points

33. 2.3 Speaking in Public An effective speaker is able to define the purpose of the speech, entertain the audience, inspire, and persuade. You must consider the interests and needs of the listeners.