ENGLISH BUSINESS

  1. Business Communication is known simply as “Communications.” It encompasses a variety of topics, including Marketing, Branding, Customer relations, Consumer behaviour, Advertising, Public relations, Corporate communication, Community engagement, Research & Measurement, Reputation management, Interpersonal communication, Employee engagement, Online communication, and Event management. It is closely related to the fields of professional communication and technical communication. In business, the term communications encompasses various channels of communication, including the Internet, Print (Publications), Radio, Television, Ambient media, Outdoor, and Word of mouth.Business Communication can also refer to internal communication. A communications director will typically manage internal communication and craft messages sent to employees. It is vital that internal communications are managed properly because a poorly crafted or managed message could foster distrust or hostility from employees.Business Communication is a common topic included in the curricula of Masters of Business Administration (MBA) programs of many universities. AS well, many community colleges and universities offer degrees in Communications.

2. Parts letter

Legend:

1.Return Address: If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number. These days, it’s common to also include an email address.

2.Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown.

3.Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below the Date (2). If you’re replying to a letter, refer to it here. For example,

a.Re: Job # 625-01
b.Re: Your letter dated 1/1/200x.

4.Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include
a.SPECIAL DELIVERY
b.CERTIFIED MAIL
c.AIRMAIL

5.On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as a resignation letter. Include the same on the envelope. Examples are

a.PERSONAL
b.CONFIDENTIAL

7.Inside Address: Type the name and address of the person and/or company to whom you’re sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line (7), skip the person’s name here. Do the same on the envelope.

8.Attention Line: Type the name of the person to whom you’re sending the letter. If you type the person’s name in the Inside Address (6), skip this. Do the same on the envelope.

9.Salutation: Type the recipient’s name here. Type Mr. or Ms. [Last Name] to show respect, but don’t guess spelling or gender. Some common salutations are

a.Ladies:
b.Gentlemen:
c.Dear Sir:
d.Dear Sir or Madam:
e.Dear [Full Name]:
f.To Whom it May Concern:

10.Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it’s not really necessary for most employment-related letters, examples are below.

a.SUBJECT: RESIGNATION
b.LETTER OF REFERENCE
c.JOB INQUIRY

11.Body: Type two spaces between sentences. Keep it brief and to the point.

12.Complimentary Close: What you type here depends on the tone and degree of formality. For example,

a.Respectfully yours (very formal)
b.Sincerely (typical, less formal)
c.Very truly yours (polite, neutral)
d.Cordially yours (friendly, informal)

13.Signature Block: Leave four blank lines after the Complimentary Close (11) to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality. Examples are

a.John Doe, Manager
b.P. Smith
c.Director, Technical Support
d.R. T. Jones – Sr. Field Engineer

14.Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters. If you typed your own letter, just skip it since your name is already in the Signature Block (12). Common styles are below.

a.JAD/cm
b.JAD:cm
c.clm

15.Enclosure Notation: This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more. If you don’t enclose anything, skip it. Common styles are below.

a.Enclosure
b.Enclosures: 3
c.Enclosures (3)

16.cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you don’t copy your letter to anyone, skip it.

3. Style of Business

1.      Full block style: Align all elements on the left margin.

2.      Modified block style: Down the middle of the page, align the return address, date, closing,   signature, and typed name; align other elements on the left page margin.

3. Block

In a Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are not indented. 3) parts and paragraphs are separated by double or triple spacing.

4. Semi-Block

In a Semi-Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are indented.

5. Modified Block

In a Modified Block format letter, (1) all text is aligned to the left margin, except for the author’s address, date, and closing; and (2) paragraphs are not indented. The author’s address, date, and closing are usually indented three inches from the left margin, but can be set anywhere to the right of the middle of the page, as long as all three elements are indented to the same position.

6. Modified Semi-Block

In a Modified Semi-Block format letter, (1) all text is aligned to the left margin, except for the author’s address, date, and closing; and (2) paragraphs are indented. The author’s address, date, and closing are usually indented three inches from the left margin, but can be set anywhere to the right of the middle of the page, as long as all three elements are indented to the same position.

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