Types of Business

Communications:
• The primary tools for
communicating information in
business include e-mail messages,
memos, letters, reports, phone
calls, meetings, and conversations.
To determine which is the best to
use in a given situation, start by
asking yourself the following
questions:
• How much information do I have to pass
along?
• How many people will receive the
message?
• How quickly does it need to reach them?
• How much time do the recipients need to
respond to it?
• How formal should the presentation be?
• Is the message confidential?
• How are people likely to respond to it?
E-mail Messages

Because of its speed and informality, e-mail

is ideal for routine communication between co-
workers. For instance, an e-mail message is
usually the best means of announcing a new
policy, introducing a recent hire, informing
colleagues of a meeting time, and reminding an
employee of an approaching deadline.
E-mail messages are also useful for day-to-
day or extremely timely exchanges with people
outside the company. Because of their low cost,
they often are preferred for communicating with
overseas contacts.
 Memos
• Although e-mail messages are now used
instead of memos for most intercompany
communication, memos are still suitable for
notes sent to people higher in the company
hierarchy, especially in conservative
companies.
• The memo is also appropriate for lengthy,
formal communications to co-workers that may
eventually be circulated to your supervisors or
to contacts in other companies.
 Letters
• The letter is now used primarily for formal
correspondence with clients, customers, and
others outside the company, particularly people
you have not met.
• Imagine, for instance, that you need to ask for
advice or information from someone you do not
know personally. The person will likely give a
letter more attention than an e-mail message
because a letter conveys an added element of
formality and courtesy.
 Reports
• A complex document of more than ten
pages, especially one that will be shown to
outside contacts, is best presented as a
report. A routine report can be easily
produced using a word processor and a
laser printer. Important reports for potential
clients, stockholders, or others you might
want to impress usually should be
professionally designed and printed, often
in full color on heavy or glossy paper.
Phone Calls, Conversations,
and Meetings
• The main advantage of a phone conversation is that it allows both
parties to respond to each other immediately. If you and a co-worker
have several questions for each other, asking them in a single phone
call is usually less time-consuming than exchanging a long series of
e-mail messages.
• Personal matters or topics that might elicit a highly emotional
response are best discussed in person. As common sense will tell
you, sending an e-mail or memo reading “You’re fired!” is not the most
delicate or responsible way of dealing with a difficult situation.
• Face-to-face meetings are usually the safest way of communicating
confidential information. Meetings are also useful when a quick group
decision is needed on a particular problem or issue. Important side
benefits of meetings are that they allow employees in different
departments or divisions to become acquainted and can often foster a
sense of shared mission among co-workers.
 Business Letters
• Despite the growing popularity of e-mail, much of the
communication between businesses still depends on the
letter. Letters are usually written to people outside a
company—such as customers, clients, and suppliers—
and very often take the place of a face-to-face meeting.
• Particularly when writing to an outside contact you have
never met, you should strive to make your letters as
thoughtfully phrased, well structured, and attractively
formatted as possible. A hastily drafted e-mail message
or memo may embarrass you among your colleagues,
but a poorly written letter can result in lost business for
your company.
 Letter
• Letter refers to a message in writing,
which may be in any language or in
code, contained in a sealed or unsealed
envelop or not in an envelope at all, of
such physical dimensions and weights
allowed by the corporation or the
government, and intended for delivery to
a person or entity displayed legibly on
one of its faces (RA 7354)
Parts of the Letter
• Heading (Letterhead)
• A part that contains the name of the institution
represented by the writer. The corporate name
and business address appear on this part.
• Date (Dateline)
• It specifies the day when the letter was written,
not when the document was dispatched
• Inside Address
• This usually contains the name, position,
business name and business address of the
addressee.
Parts of the Letter
• Salutation – the greetings of the letter
that provides a courteous opening.
• Body of the Letter – it embodies the text
of the message, usually the longest part
of the letter
• Complementary Close – the farewell
part of the letter which signals the ending
of the message.
• Signature – name and signature of the
letter sender
Inside address illustration
Structure of Letters and
Documents
Structure of Letters and
Documents
• Attention Line (illustration)
Structure of Letters and
Documents
Structure of Letters and
Documents
Structure of Letters and
Documents
• .
Structure of Letters and
Documents
Structure of Letters and
Documents
Structure of Letters and
Documents
Structure of Letters and
Documents
Structure of Letters and
Documents

the sender. The word NOTED means that the

person who note the letter noted it personally.
Format of a Letter
Modified Block Format
Simplified Format
Addresses, Salutations, and
Complimentary Closes
Addresses, Salutations, and
Complimentary Closes
Addresses, Salutations, and
Complimentary Closes
Addresses, Salutations, and
Complimentary Closes
Addresses, Salutations, and
Complimentary Closes
Addresses, Salutations, and
Complimentary Closes
Addresses, Salutations, and
Complimentary Closes
Addresses, Salutations, and
Complimentary Closes
Addresses, Salutations, and
Complimentary Closes
Addresses, Salutations, and
Complimentary Closes
Addresses, Salutations, and
Complimentary Closes
T h a n k y o u…
Spelling Exercise
• deceive
• deficiency
• debtor
• deductible
• Detrimental
• Disappearance
• Disbursement
Spelling Exercise
• Disbursement
• Dissatisfaction
• Elaborate
• Eligible
• Eliminate
• Embarrass
• Emphatically
Spelling Exercise
• Endeavor
• Enforceable
• Enthusiastic
• Erroneous
• Exaggerate
• Exhaustible
• Exhibition
Spelling Exercise
• Exorbitant
• Experience
• Extraordinary
• Feasible
• February
• Financially
• Financier
Spelling Exercise
• Foreign
• Forfeit
• Freight
 Paragraph Development
Description – answers the
question ”What does he/she/it
look like.” A painter uses paint and
brush in describing something.
Writer uses words to describe
something.
Description
Example
The house was located near the century old Acacia tree. Its gate
was unpainted and the cemented foundation that held it had cracks
in which big and small vines sprung up and coiled into the intricately
decorated bars. I pulled up the knocker and released it. It sounds
riveted the silence and the hunchback appeared from the kitchen.
He scampered on the cable stones. I tried to look at him in the eyes
but he invaded. The old gate clanged as the hunchback opened it. I
went in and trotted few steps then I saw that the cable stone branch
off into two. One led to the vestibule while the other disappeared
among the fallen leaves. The short stairway to the vestibule had two
burst of facing lion. I passed through them and into the house I came
in. inside I saw a highboy chandeliers, upright piano and there was a
grandfather’s pendulum. But the picture of the man in the
daguerreotype captivated my eyes. The man in the picture was
wearing a dress like that of a bull fighter in Spain.
 Determining the Purpose
and the Readers
The last parts to be considered
before the actual writing are:
purpose and your expected
readers.
Can you write without a
purpose? Purpose is the main
point you want to develop.
 Writing Stage
The second stage in the
process of writing is making the
final draft. In this stage, writers
are suggested to go back to the
basic principle of the free writing.
However, free writing in this stage
is no longer to find for topic.
 Post writing
The draft as product of this writing
stage is called rough draft. The
grammar is to be fixed in this stage.
Weak words shall be replaced with
the strong ones. Spelling, preposition
and tenses are checked. Since this is
the final copy, the kind of paper to be
used, the typing style, margins and
spacing shall be looked seriously.
 Journal Writing
This method is not only for
finding a topic. This helps you
sharpen your craft in writing. It is
advised that student in writing
should keep a record of thought at
least once a day. The most
convenient time to write a journal
is at night before going to sleep.
The End

Thank You