Internal Correspondence:
Internal correspondence is a written communication between the staff, units, departments, and branches of the same organization. Internal correspondence can either be formal or less formal. Routine internal correspondence is usually less formal, like quick instructions between a supervisor and a staff, and these are normally in the form of email.
There are other more formal kinds of internal correspondence which include promotion letter, written reprimand, notice to clarify, memorandum, formal requests for approval, and letter of approval or dismissal. These sorts of communication are ideally printed on paper, signed by the sender, and physically received by the recipient.
Meaning of Office Communication:
To commune means to form conversation. This is often an ordinary function in our daily life. this is often necessary to form contacts, to explain things, to exchange ideas, to convey information, to offer instruction, and to remove misunderstandings. Communication is indispensable for existence. Communication, however, features a more specific meaning in management science.
According to Prof. Allen, “It may be a bridge of meaning. It consists of a scientific and continuous telling, listening, and understanding.” it's clear that communication is complete when the message sent by the communicator is understood by the communicate. it's a bridge of meaning, i.e., the meaning of a message is known within the same sense by the communicator and therefore the communicate.
Importance of Office Communication:
Its importance is great and is growing. The success of an organisation depends upon how extensively and intensively communication is being carried out by it. it's described as a tool of management. it's the last word in management. Whenever quite one person meets together, there's communication between them.
In an office people meet and work together. Therefore, there must be communication among them. the primary function of an office is communicating, internally and externally. An organisation needs an office because all communication will go out from, and come into, it. Largest number of office machines is meant for communication.
Types of Office Communication:
Broadly speaking, communication is often internal and external. Internal communication takes place among the people working inside, the office. It also means communication between employer and employees or among the members of an association or between a company and its shareholders.
External communication is with the outsiders, just like the customers, the suppliers, the debtors, the creditors, the opposite organizations, the govt and its different agencies, and eventually the general public at large. The secretary has a major duty to supervise and control both the types of communication.
According to methods, communication is often sub-divided into three parts—oral, written (correspondence), and gestural.
Internal Communication:
Through communication employer-employee relationship also as superior-subordinate relationship are often maintained. Decisions taken at the top management level flows downward at the execution and operating levels through the chain of superior-subordinate relationships inside an organisation structure.
Unless the objectives and policies of the organisation are communicated to the staff, neither will they identify themselves with the organisation nor can they are doing their respective functions.
Whenever any change is to be introduced within the organisation, prior communication has got to be made to the members of the staff in order that they get mentally prepared. Otherwise, there could also be a shock. the employees also must be ready to communicate their grievances, complaints or difficulties to the employer.
By this, better employer-employee relationship is established and misunderstandings, if any, are removed. Communication is described as a two-way traffic. Internal communication is often oral, written, visual, and gestural. Holding of meetings, conferences etc., having joint consultation or group discussion, etc., sending of reports, copies of minutes, etc. are a number of the effective methods of internal communication.
With regard to communication there are six types of queries and therefore the queries have definite answers. They are:
Why?
Without communication, both internal and external, no organisation are often built up and run.
When?
Before the message is leaked out through other sources
What?
Nothing should be concealed about matters of common interest. No secret, really, are often ultimately preserved. It’s better, therefore, to not conceal anything to the members of the staff, subject to, however, some exceptions.
Where?
Communication may happen confidentially between two during a very small group during a chamber, or openly at a meeting or conference among $ large number of persons or at a public meeting.
How?
It must be done by using such a medium which is understandable by the communicator and therefore the communicate both. Visual communication by pictures is extremely suitable for illiterate people. There are many barriers to effective communication, such as, language, noise, status, etc.
Whom?
The common objectives of the organisation must be communicated to everybody inside the organisation in order that everybody can identify himself with the organisation.
Mechanical Devices:
There are different machines or labour-saving devices used for internal communication:
(a) Oral—Inter-com telephone system, Dictaphone, pneumatic tubes, etc.
(b) Written— Typewriter, duplicating machines, etc.
(c) Visual—Photography, micro-film, television (for remote control), etc.
(d) Signalling—Calling bells, buzzers, red lights, etc.
External Communication:
External communication is important for carrying out the activities and for the event of any organisation, trading or non-trading. This is often necessary for widening and improving public relations and also for enhancing goodwill and prestige. Different methods of advertisement are meant for communication. Publication of reports, journals, etc. is additionally another technique. External communication is often oral, written, and visual.
Structure of Reports; Negative, Persuasive and Special Reporting Informal Report-
Preface-
Reports are categorized as either informal or formal, depending on the complexity and depth of the content. All reports, regardless of type, provide the information people in your organization need to solve problems and make decisions.
Unofficial reports are also called short reports because unofficial reports have less than 10 pages. Informal reports can have both internal and external audiences, but most are written for internal audiences. For internal audiences, unofficial reports are created as notes or email reports. For the outside audience, informal reports are produced as letter or email reports.
In addition, informal reports can be informative or analytical in nature. Information reports contain non-confidential, everyday information that is often displayed in a given format, such as a blank form. For this reason, the Information Report section contains summaries, findings, and conclusions. In contrast, short analysis reports are aimed at answering questions about specific problems and solving those problems. How can I use social media more effectively? Need to close or open a new factory? How can you improve customer service? Therefore, a short analysis report contains recommendations as well as summaries, findings and conclusions.
Proposals-
This proposal is a variation of the problem-solving report. Suggestions are documents created to explain how one organization can meet the needs of another. Most government agencies issue "request for proposals" or RFPs to promote their needs. The RFP specifies the needs and potential suppliers produce a request for proposal showing how to meet those needs.
Formal Reports-
The official report is carefully organized. They are written in a style that emphasizes objectivity and organization, contains many details, and tends to eliminate elements such as personal pronouns. Informal reports are usually short messages with natural and casual language. Internal memorandums can generally be described as informal reports.
Project Report-
A project report may be a document that gives details of the general picture of the proposed business. The project report provides an outline of the project proposal to verify the outlook for the proposed plan / activity.
Project reports are documents associated with investment. It contains the info on which the project was evaluated and determined to be feasible. It consists of data on economic, technical, financial, administrative and production aspects. It allows entrepreneurs to understand the input and helps him get loans from banks and financial institutions.
The project report contains detailed information on required land and buildings, annual manufacturing capacity, manufacturing processes, machinery and equipment, prices and specifications, staple requirements, electricity and water requirements, talent needs, and project marketing costs. It is. Project production, financial analysis and economic feasibility.
Index of the project report
The index of the project report are as follows-
1. General information-
The project report should provide information about the industry to which the project belongs. you would like to supply information about the industry's past experience, current situation, issues, and future prospects. If the proposed business may be a manufacturing department, you would like to supply information about the products which will be manufactured and why you select them. It must elaborate on the demand for products within the local, domestic and global markets. you would like to obviously identify your business options and clarify why you're starting your business.
2. Executive summary-
The project report should describe the aim of the business and the way it is often successful. an entire picture of the business regarding capital, operations, methods of functioning and execution of the business must be provided within the project report. It must mention the assumptions and risks commonly involved in business.
3. Organizational overview-
The project report should show the organizational structure and patterns proposed to the unit. you want to specify whether the ownership is predicated on a sole proprietorship, a partnership, or an organization. you would like to supply information about promoter biodata, like financial health. The name, address, age qualifications, and knowledge of the proposed business owner or promoter must be included within the project report.
4. Project description-
You should provide a quick description of the project and supply details about:
If your business is service-oriented, you would like to state the sort of service provided to your customers. you would like to explain intimately the way to serve your customers.
5. Marketing plan-
The project report should clearly state the expected aggregate demand for the merchandise. you would like to list the worth at which the merchandise are often sold on the market. We also got to mention the strategies adopted to win the market. After-sales service, if any, are going to be provided and must even be included within the project. you would like to elucidate the way to distribute the merchandise from the assembly unit to the market. The project report should include the following:
6. Capital structure and operating costs-
The project report should include the entire capital requirements for the project. The source of funding should be stated, also because the extent of the owner's funding and borrowing. capital requirements must be stated and therefore the source must even be stated within the project. Estimates of total project costs should be weakened into land, buildings and engineering , plants and machinery, other fixed assets, reserve and preoperative costs, and dealing capital. The venture's proposed financial structure must indicate the expected sources and conditions of equity and debt financing. Operating costs should even be elaborated during this section.
7. Management plan-
The project report should state that:
a. Business experience of business promoters,
b. Management details,
c. Obligations and responsibilities of Team member
d. The organization's current human needs,
e. the way to manage your business,
f. Recruitment and training planning,
g. Management programs and policies.
8. Financial Aspect-
The projected income statement and balance sheet must be presented in the project report to determine the profitability of the business. You need to view the estimated sales, production costs, gross profit, and net profit that you might get from the proposed unit. In addition to the above, forecast balance sheets, cash flow statements and cash flow statements should be prepared each year for a period of at least 3 to 5 years. The income statement and cash flow forecast should include a three-year summary, monthly details for the first year, and quarterly details for the second and third years. The break-even point and return on investment should be included in the project report. The use of accounting and inventory management systems is commonly covered in this section of the project report. The project report should state whether the business is economically and economically viable.
9. Technical Aspects-
The project report provides technical and technical aspects of the project. It covers information on the technologies, production processes, machine capabilities, pollution control plants, etc. selected for the project.
10. Implementation of the project-
All proposed business units need to create a timetable for the project. It must indicate the time that can be completed in the activities related to the establishment of the company. The implementation plan shows the expected schedule for project preparation and completion.
11. Social responsibility-
The proposed unit draws input from society. Therefore, contributions to society in the form of employment, income, exports and infrastructure. Business outcomes should be displayed in the project report.
What is a detailed project report? How is it different from the feasibility study report?
A feasibility study report is created to support your investment proposal. The feasibility of various aspects related to technology, commerce and finance will be investigated in detail by the experts and consultants brought into the feasibility study report. The Feasibility Study Report is called the Techno Economic Feasibility Study. This is the main report on the formulation of investment proposals. The detailed project report is the basic documentation for planning and implementing your project.
Introduction and essential elements of Report writing (Reporting for a meeting).
Creating a report is a formal style of elaborately creating a topic. Report tones are always formal. The audience it is intended for is always a well-thought-out section. For example, report on school events, report on business cases, and so on. Before you start writing your report, why not make a clear distinction between your essay and your report? These terms are sometimes used interchangeably, but there is definitely a difference in their purpose. Let's see the difference between an essay and a report.
Essential Elements for Reporting
From the previous section, you need to understand a small idea of what the report looks like. Let's expand from that point and break it down further here
The report is written with many analyses. The purpose of reporting is essential to inform readers about a topic, except for opinions about the topic. It's just a depiction of the facts as they are. Inferences provide solid analysis, charts, tables, and data. In most cases it will be specified by the person who asked to report whether they would like your take. In many cases, all you need is your suggestion for a particular case after the facts have been reported. It depends on why you are writing the report and for whom you are writing the report in the first place. Knowing the viewer's motivation for the report is very important because it sets the direction of the facts focused on the report. In the next chapter, which illustrates this in action, you'll see what we mean.
further,
The flow of the article is as follows – introduction, text, conclusions, summaries. The layout is very clear, with title pages, numbered subheadings, clear bullets, recommendations, references, appendices, dates, and timing reports accurately. This format is consistent throughout.
All facts and information displayed in the report should not only be unbiased, but also 100% accurate. Proofreading and fact-finding should always be done as a rule of thumb before submitting a report.
Part of a Business Report:
Therefore, the subheadings of the report for business students are roughly listed in the order of executive summary, table of contents, introduction, text, conclusions, references, and appendices.
This gives you a wide range of ideas about how to maintain a flow of thought when creating a report.
Example report for business students-
XYZ case study
Short Business Report: Guidelines
This document gives an overview of our annual business. Follow this format when creating case reports.
Contents-
The report should start with a table of contents. It describes the target audience, author, and basic purpose of the attached report. It should be short and focused.
Date: March 24, 2018
TO: Mr. Siddhartha Malik
FROM: XYZ marketing team Jeena Claudette
executive summary
The second page of the document should have a report title at the top and provide an executive summary, one or two paragraphs summarizing the report. You need to provide a good overview of the report so that executives (who don't have the time or energy to read a long report completely) can actually get the point in advance.
Most importantly, the summary should include (a) the purpose of the report, (b) what you did (analysis), what you found (results), and (c) recommendations. These recommendations should be short and should not exceed the page.
Report
Organization of Press Report
Wikipedia’s Press Release Definition
It’s also worth noting what Wikipedia has to say on the subject. according to them, “a press release may be a written or recorded communication directed at members of the news media for the aim of announcing something ostensibly newsworthy. Typically, they're mailed, faxed, or e-mailed to assignment editors and journalists at newspapers, magazines, radio stations, online media, television stations or television networks.”
What is the most important thing about a press release?
When writing a press release, it’s important to start with basic questions like who did what, when and where it happened, what it was for, etc. Keeping this form makes it easier to judge whether the material is newsworthy or not. If it’s not, without any media attention it'll just get lost on the web.
The crucial a part of getting coverage is directing the release to the right group of people. The research on the topic shows that 67% of journalists claim they receive irrelevant materials not within the area of their work or interest. So if a journalist specializes in technology, do not send a release about a new line of cosmetics – he won’t even bother to read it.
The press release is supposed to be kept simple and short – and preferably in a form that allows copying and pasting. Journalists are always busy, and if they have to read and edit text that's too long, they just might give up before ever starting. Experts admit that they need releases to be clear and straight to the purpose, without waffling over the topic. A release that's written in the style of a finished article has bigger chances of wide distribution.
Press Release
News releases are usually one or two-page documents that share breaking news with the general public. They’re typically read by journalists, but sometimes general audiences might encounter them, too. Typically, they emulate a news article format, using the reverse pyramid to put the most important information first.
Why Should My Business Send Press Releases?
Organizations of all sizes use press releases to attain all types of goals. Some common objectives include:
When Should I Send a Press Release?
Any time you've got something newsworthy to share. This includes:
Make sure you have something your audience (and the media’s audience) will care about. this may dramatically increase the odds that your release will earn coverage.
When should you consider sending a press release? Get the solution here:
What Information and Content Should a Release Include?
Here’s what you should include in your press releases:
(Press Release Format)
The next step in learning how to write a press release understands the press release format.
If your press release conforms to a format that a journalist is acquainted with, your odds of getting published are higher.
Here’s a typical press release format:
Typically, the reporter can get in-tuned with to get more information.
Note: While there’s no preferred font for your press release, sticking to a common font like Arial or Times New Roman may be a good idea.
Here are kinds of press release examples and why they have nailed it.
Product Launch Press Release
Take a glance at this product launch PR Release from Apple. it's all the elements of a good press release within the perfect order.
Let’s analyse them one-by-one.
The Headline-
It’s clear, concise and simple. It’s also attention grabbing – something that’s sure to attract reporters and customers.
The Location-
Before the intro Para or lead, it mentions where the news is happening. in this example, the location is New York.
The Lead-
The lead gets right to the point. The journalist knows that this is often a new product release. They’re also made conscious of the various features that make this laptop so impressive to customers.
The Body -
The body copy follows the inverted pyramid format to a tee.
It starts off by including a quote from a senior ranking official describing why this new release is a huge achievement for Apple. This establishes a human element that helps them reach their audience better.
The Boilerplate-
There’s a reason why the Apple boilerplate may be a frequently used example for what a boilerplate should appear as if in marketing circles. It’s clear, avoids jargon, lists out all their offerings, includes data and notes down what they strive to do.
The Media Contact-
There are tons of things this press release example does well just like the title, lead and quotes.
Note how the media release also follows the inverted pyramid formula well. At the start of the article, it distils the aim of the robot into very easily understandable terms.
It’s only towards the end of the article, after you’ve got a good idea of what the robot is, does it enter the technical facts and details.
Office Memo (Memorandums)-
Here you'll get about Meaning of office memo or memorandum or what's office memo or memorandum? Memorandum is popularly referred to as memo. The literal meaning of the word memorandum may be a note to help the memory. Memos are the written internal communication means for exchanging information relating to day-to-day functions within the organizations.
According to Lesikar And Pettit, “Memorandum Is A Sort of Letters Written Inside the Business”.
According to Stewart And Clark, “Memos Are Wont to Communicate with Other Employees, No Matter Where the Workers May Be Located In The Same Organization.”
According to S. Taylor, “Memo Is A Written Language Form One Person To Another (Or A Group Of People) Within The Same Organization.”
So, memorandum or memos are an indoor short note or letter in which information exchanged among superiors and subordinates or same potion of employees within the organizational structure.
Advantages of office memo-
We know memorandum serves various purposes. it's a common means of writer, communication within the organization. the most advantages of memos are discussed below:
1. Time saving: we will see which will organizations use printed memo. because it is usually printed, it takes less time to draft it.
2. Less formality: No formality is critical in drafting a memo, usually inside address, salutation and complimentary closing is omitted in it.
3. Maintenance good relationship: It can help to maintain the good relationship among the boss and subordinates, because the bossing attitude is absent here.
4. Low cost: the cost of communication through a memo is a smaller amount than those of others.
5. References: Memo is a written document. So, it are often used for future references.
6. Inform the decisions and actions: the most objective of memo is to tell the decisions and actions. For this purpose, it should be written by the higher authority.
7. Request the decisions and actions: the objective of memo is to request the decisions and actions. For this objective, it's going to be drafted by the sub-ordinate.
8. Provide information: Another important objective of the memo is to provide information form one level to another within the business.
9. Remain someone of action: Memo is additionally written to remind someone of action, if requires.
10. Others: Issuing orders and instructions, providing response, providing suggestions, presenting informal report, solving problems.
Disadvantages of office memo-
There are few limitations or Disadvantages of memos they are:
1. Limited application: it's not widely used means of communication. Memorandum is mainly used in business firms. It maintains communication only among the employees of the same firm regardless of distance.
2. Time consuming: It takes time to be sent to a distant branch or office.
3. Expensive: As usually a memo may be a per-printed form, it's expensive than other means. Sometimes huge printed memos remain unused.
4. Lack of formality: It provides only informal communication.
5. Lack of explanation: Memo is written in a short form. therefore the meaning of it may not be cleared to the reader.
6. Less important to the reader: because it is an informal means of communication, it is often smaller to the reader.
7. Not suitable for illiterate people: Office memo may be a one kind of written communication. So, illiterate people aren't able to read and understand it.
Guidelines for Writing Effective Memos or Drafting Memos-
In order to make interoffice communication easier, please adhere to the subsequent guidelines for writing effective memos:
1. Summarize the conclusions in the introduction paragraph
2. State the basis for conclusion within the introductory paragraph
3. Begin each subsequent paragraph with a thesis statement
4. Support the thesis statement in the body of the paragraph
5. Be concise
6. Know the audience
7. Avoid jargon
8. Stay objective
9. Use active verbs
10. Anticipate counterarguments
11. Provide “road signs” as required
12. Cite the sources
13. Number the pages
14. End with a concluding paragraph
The steps of writing a memo-
1. Heading: After the name and address of the company (which is on the letterhead) we type the word “Memo’ or ‘Memorandum’ at the top of the page in the center.
2. Recipient: Address the recipients in the correct format, Example - ‘To: All Employees of the Sale Division’
3. Writer: Write the name of the person writing the memo, Example – ‘From: Mr. ABC, Head of Sales’
4. Additional Recipients: These are the people that will receive a courtesy copy of the memo. We don’t address the memos to them, but we keep them in the loop.
5. Date: The date of writing the memos is a vital detail that one must include.
6. Subject Line: this may give the reader a quick idea about the information in the memos. The line must be brief, precise and to the point. Example – Subject: Meeting of all employees of the Sale Division.
7. The body of a memo: this is often where all the information is contained. a formal salutation isn't required during a memo. Just relay the required information with clarity and precision. The body must not be too long. The ending must restate the issue and end on a positive note.
8. Proofread: Finally, proofread the memo before sending it.
A General Office Memo-
Memorandum
To: All Staff
From: The Manager
Date: May 27, 2010
Subject: Inappropriate use of time on Google Doodle games
Coworkers,
It has come to my attention that many in the office have been spending time on the Google home page micro games. This memo is a reminder to use your work hours for work.
According to a recent article, the estimated daily cost of people collectively playing these games instead of working is over $120 million—which is calculated based on the daily average increased time spent on the Google home page (36 seconds If these estimates are applied to our 600 office employees, this results in a nearly $700 weekly loss.
This is a conservative estimate considering the extensive discussions that occur about beating the office's current high score. The extra cost quickly adds up.
Of course, we don't want you to view our organization as a place of drudgery and draconian rules. I encourage a fun and competitive environment, and I recognize that we certainly won't be profitable if you are unhappy or dissatisfied with your jobs. This is just a reminder to be careful with your use of company time.
Thank you,
The Manager
2: A Departmental Memo
Memorandum
To: Computer Programming Division
From: Vice President Lumbergh
Date: February 19, 2016
Subject: Attaching cover sheets to TPS reports
This is to remind the division that, starting today, we are now filing all Testing Procedure Specification (TPS) reports with new cover sheets.
The reason for this change is simple. In addition to a new format, the cover sheets provide a summary of the report as well as the updated legal copy. The new cover sheets also include Intech’s new logo.
Though this change may initially seem like a headache and an extra step, it is necessary to include the new cover sheets due to their updated information. Failing to do so will result in a confusing and inaccurate product delivered to our customers.
Please be sure to follow this new procedure.
Best regards,
Vice President Lumbergh
Office Orders:
The office order is an order issued by the employer or authorization or senior employees. There are instructions about the work-related information indicated by the organization in the orders of the office. Employees are obliged to accept it. Office order is issued within the month of the week or early Monday to see progress.
Office orders are often issued on any information like changes in work hours or details of employee designation in promotions or projects. The order of the officer is a downward communication that imposes a stamp of the company.
These offices communicate changes in the designation of the employee or suspending a selected employee and granting privileges, disciplinary proceedings. Sometimes office orders are issued associated with the ban.
They are precise and small at the office’s order point and they explicitly specify the information. Office orders are issued to the individual or the specified target group of the audience.
Features of Office Order:
1. An order in which instructions or instructions are compiled by the person receiving the order.
2. it is a method of communication towards the bottom.
3. It imposes a stamp of authority and other people functioning at the lower level are bound to accept it.
4. it's used to communicate matters related to-
a) Entry.
b) Promotion.
c) Transfer.
d) Suspension.
e) Termination of services.
f) Giving/withdrawing some privileges.
g) Some restrictions.
h) Disciplinary proceedings.
i) Refuse to go away an employee.
Essentials of office order:
1. The order should be very accurate
2. It should be written in very simple words
3. The order should be written in an unverified language
4. It should be clearly specified who they're for
5. It should be right and down to the point.
6. It should attract the attention of the respected one that has got to comply with the order of the office.
7. It should have specific instructions or instructions for compliance.
8. It should be authenticated and duly signed by a competent authority.
Circulars:
A circular is basically a letter containing some important information that's distributed to a large number of individuals. Say for instance you have to invite a whole department for a meeting, or update the dress policy for the whole office – a circular will be the best mode of communication for these purposes.
Additionally, circulars also find use as advertising tools. they can contain marketing information and have a wide distribution range. Be it for inter-departmental communication, advertising or even personal reasons a circular must always reach a large number of correspondents. This is often one of its main features.
Let us also take a look at some of the advantages of a circular
A Sample of a Circular
Let us see how circulars effectively communicate information in an inter-office situation. The subsequent is a sample circular to tell employees about the revised working hours of the company.
Circular No. ____
25th October 2018
Revised Working Hours
All Employees of XYZ Company,
This is to inform all employees there'll be a change in the working hours of the organization effective immediately. As you know we now don't function on any Saturdays since last month. So we only have 5 working days during a week, a revision within the working hours was necessary to ensure the quality of work doesn't suffer. Hence one hour will be added to the previous 9 hour work days. The revised working hour are going to be as follows:
All employees are requested to notice these new and revised timings. The timings are effective immediately from 26 October 2018. Punctuality and adherence to the new timings are requested. Repeated defaulters will face action. Please contact the HR department or your managers for any queries you'll have.
ABC,
CEO of XYZ Company
Form Memos or Letters:
Note
Notes (or notes that mean "reminders") are typically used to convey policies, procedures, or related public affairs within an organization. It is often written from a one-to-one perspective (such as mass communication) rather than one-to-one interpersonal communication and broadcasts the message to the audience. It can also be used to update teams about the activities of a particular project or to notify a particular group within a company of an event, action, or compliance.
Purpose of the Memo
The purpose of a memo is often to provide information, but it can also contain phrases that encourage persuasion or action. All organizations have informal and official communication networks. Informal, informal communications networks within an organization, often referred to as grapevine, are characterized by rumours, gossip, and innuendo. In the vines, you may have heard that someone was fired and started telling the news. Rumors change and change as they travel from person to person. And before you know it, they are closing your entire department.
One effective way to deal with informal and informal speculation is to clearly explain to all employees what is happening with a particular problem. If you're concerned about budget cuts, it may be wise to send a note explaining the imminent changes. If the company wants its employees to take action, they can also issue a memorandum of understanding. For example, on February 13, 2009, a senior executive at Panasonic Corporation declared that all employees must purchase at least $ 1,600 worth of Panasonic products. The president said that if everyone supported the company with purchases, it would benefit everyone (Lewis, 2009).
Notes usually don't contain phrases that encourage behavior that requires personal spending, but they often represent the interests of a business or organization. You can also include statements that match the interests of your business and your employees and emphasize common grounds and interests.
The note has a header that clearly states who sent the note and who is the intended recipient. Pay particular attention to the individual job titles in this section. A date and subject line is also displayed, followed by a message containing declarations, discussions, and summaries.
In standard writing, you might expect to see the preface, body, and conclusions. All of these are mentioned in the memo and each part has a clear purpose. The opening declaration uses a declaration statement to announce the main topic. Discussion’s detail or list key points related to the topic, and conclusions serve as summaries.
Tips for Effective Business Notes
Audience orientation
Always consider the audience and their needs when making notes. The acronyms or abbreviations known to management are not known to all employees of the organization. When posting and distributing notes within an organization, the goal is clear, unambiguous, concise communication at all levels.
Professional and formal tones
Notes are often announcements, and the person sending the note talks about part or all of the organization. The announcement itself is linear from the organization to the employees, although it may include a request for feedback. This memo often reflects policies and procedures and may have legal status, for example, it may refer to an existing or new policy in the employee manual.
Emphasis on the subject
The subject is usually declared on the subject line and should be clear and concise. For example, if the memo announces holiday compliance, you need to specify a specific holiday in the subject line. For example, use "Thanksgiving Weekend Schedule" instead of "Holiday Compliance".
Direct format
For some written business communications, you can choose between direct and indirect forms, but the memorandum is always direct. The purpose is clearly stated.
Objectivity
Letter
Letters are short messages that are often sent to recipients outside the organization (Bovee, C., and Thill, J., 2010). Often printed on letterhead paper, one or two pages represent a business or organization. Short messages may include hard copy or email emails or notes, but reports tend to be 3 pages or longer in length.
Although email and text messages are likely to be used more often today, effective business letters are still a common form of written communication. Helps introduce potential employers, announce products and services, and convey emotions and emotions. Examine the basic overview of the letter before focusing on a particular product or writing challenge.
All writing challenges have linguistic and formal expectations. The audience or reader may have their own ideas about what constitutes a particular type of letter, and the organization may have its own format and requirements. It is an element that is common to all letters, and we need to pay attention to the expectations associated with a particular writing task. There are many types of characters and many adaptations in terms of format and content, but this chapter describes the 15 elements of traditional block-style characters.
Letters may serve as a document for events and decisions, introducing your skills and qualifications to future employers, providing important or specific information. You can have up to 15 elements in 5 areas, regardless of the type of letter you need to write. Not all elements are available in all cases or contexts,
Content | Guidelines |
1. Return Address | This is your address where someone could send a reply. If your letter includes a letterhead with this information, either in the header (across the top of the page) or the footer (along the bottom of the page), you do not need to include it before the date. |
2. Date | The date should be placed at the top, right or left justified, five lines from the top of the page or letterhead logo. |
3. Reference (Re:) | Like a subject line in an e-mail, this is where you indicate what the letter is in reference to, the subject or purpose of the document. |
4. Delivery (Optional) | Sometimes you want to indicate on the letter itself how it was delivered. This can make it clear to a third party that the letter was delivered via a specific method, such as certified mail (a legal requirement for some types of documents). |
5. Recipient Note (Optional) | This is where you can indicate if the letter is personal or confidential. |
Content | Guidelines |
6. Salutation | A common salutation may be “Dear Mr. (full name).” But if you are unsure about titles (i.e., Mrs., Ms., Dr.), you may simply write the recipient’s name (e.g., “Dear Cameron Rai”) followed by a colon. A comma after the salutation is correct for personal letters, but a colon should be used in business. The salutation “To whom it may concern” is appropriate for letters of recommendation or other letters that are intended to be read by any and all individuals. If this is not the case with your letter, but you are unsure of how to address your recipient, make every effort to find out to whom the letter should be specifically addressed. For many, there is no sweeter sound than that of their name, and to spell it incorrectly runs the risk of alienating the reader before your letter has even been read. Avoid the use of impersonal salutations like “Dear Prospective Customer,” as the lack of personalization can alienate a future client. |
7. Introduction | This is your opening paragraph, and may include an attention statement, a reference to the purpose of the document, or an introduction of the person or topic depending on the type of letter. An emphatic opening involves using the most significant or important element of the letter in the introduction. Readers tend to pay attention to openings, and it makes sense to outline the expectations for the reader up front. Just as you would preview your topic in a speech, the clear opening in your introductions establishes context and facilitates comprehension. |
8. Body | If you have a list of points, a series of facts, or a number of questions, they belong in the body of your letter. You may choose organizational devices to draw attention, such as a bullet list, or simply number them. Readers may skip over information in the body of your letter, so make sure you emphasize the key points clearly. This is your core content, where you can outline and support several key points. Brevity is important, but so is clear support for main point(s). Specific, meaningful information needs to be clear, concise, and accurate. |
9. Conclusion | An emphatic closing mirrors your introduction with the added element of tying the main points together, clearly demonstrating their relationship. The conclusion can serve to remind the reader, but should not introduce new information. A clear summary sentence will strengthen your writing and enhance your effectiveness. If your letter requests or implies action, the conclusion needs to make clear what you expect to happen. It is usually courteous to conclude by thanking the recipient for his or her attention, and to invite them to contact you if you can be of help or if they have questions. This paragraph reiterates the main points and their relationship to each other, reinforcing the main point or purpose. |
10. Close | “Sincerely” or “Cordially” are standard business closing statements. (“Love,” “Yours Truly,” and “BFF” are closing statements suitable for personal correspondence, but not for business.) Closing statements are normally placed one or two lines under the conclusion and include a hanging comma, as in Sincerely, |
11. Signature | Five lines after the close, you should type your name (required) and, on the line below it, your title (optional). |
12. Preparation Line | If the letter was prepared, or word-processed, by someone other than the signatory (you), then inclusion of initials is common, as in MJD or abc. |
13. Enclosures/Attachments | Just like an e-mail with an attachment, the letter sometimes has additional documents that are delivered with it. This line indicates what the reader can look for in terms of documents included with the letter, such as brochures, reports, or related business documents. |
14. Courtesy Copies or “CC” | The abbreviation “CC” once stood for carbon copies but now refers to courtesy copies. Just like a “CC” option in an e-mail, it indicates the relevant parties that will also receive a copy of the document. |
15. Logo/Contact Information | A formal business letter normally includes a logo or contact information for the organization in the header (top of page) or footer (bottom of page). |
Strategies for Effective Letters
Remember that the letter has five main areas.
A heading that establishes the sender. Often includes an address and date.
Introducing to establish a purpose
Body to clarify the message
Conclusions may include phrases that paraphrase the point and encourage action
Signature line that may contain contact information
Always keep in mind that the letters represent you and your company in your absence. To communicate effectively and project a positive image
A sample letter is shown below:
“Sample Business Letter”
Press Releases:
A press release is a tool made to announce something that is newsworthy in the most objective way possible. The whole purpose of a press release is to get coverage and get noticed by a target audience.
Some claim that the press release is dead. they say it’s boring, targeted to a wrong group of people or just way too promotional. But is it always the case? Before we dispel a number of these myths, let’s start with defining what a ‘press release’ is and what it really does.
The whole idea behind the press release is communication. It is often written, recorded or even shown – the form doesn’t matter as long as it’s effective. it's a tool made to announce something that's newsworthy within the most objective way possible. the entire purpose of a press release is to get coverage and obtain noticed by an audience.
It sounds simple, doesn’t it? Well, the problem is that the press release is tricky and often misunderstood by both PR specialists and therefore the audience. To be able to write an effective material, it's necessary to understand its structure:
Wikipedia’s Press Release Definition
It’s also worth noting what Wikipedia has to say on the subject. according to them, “a press release may be a written or recorded communication directed at members of the news media for the aim of announcing something ostensibly newsworthy. Typically, they're mailed, faxed, or e-mailed to assignment editors and journalists at newspapers, magazines, radio stations, online media, television stations or television networks.”
What is the most important thing about a press release?
When writing a press release, it’s important to start with basic questions like who did what, when and where it happened, what it was for, etc. Keeping this form makes it easier to judge whether the material is newsworthy or not. If it’s not, without any media attention it'll just get lost on the web.
The crucial a part of getting coverage is directing the release to the right group of people. The research on the topic shows that 67% of journalists claim they receive irrelevant materials not within the area of their work or interest. So if a journalist specializes in technology, do not send a release about a new line of cosmetics – he won’t even bother to read it.
The press release is supposed to be kept simple and short – and preferably in a form that allows copying and pasting. Journalists are always busy, and if they have to read and edit text that's too long, they just might give up before ever starting. Experts admit that they need releases to be clear and straight to the purpose, without waffling over the topic. A release that's written in the style of a finished article has bigger chances of wide distribution.
Press Release:
News releases are usually one or two-page documents that share breaking news with the general public. They’re typically read by journalists, but sometimes general audiences might encounter them, too. Typically, they emulate a news article format, using the reverse pyramid to put the most important information first.
Why Should My Business Send Press Releases?
Organizations of all sizes use press releases to attain all types of goals. Some common objectives include:
When Should I Send a Press Release?
Any time you've got something newsworthy to share. This includes:
Make sure you have something your audience (and the media’s audience) will care about. this may dramatically increase the odds that your release will earn coverage.
When should you consider sending a press release? Get the solution here:
What Information and Content Should a Release Include?
Here’s what you should include in your press releases:
6. Headline: be sure to make it clear why your story is interesting and important.
7. Press Contact: How can the media get in touch with you?
8. City, State, and Location: Where are you, and where is your news happening?
9. Body copy: Order information by level of importance.
10. Boiler Plate: What’s your organization all about?
(Press Release Format)
The next step in learning how to write a press release understands the press release format.
If your press release conforms to a format that a journalist is acquainted with, your odds of getting published are higher.
Here’s a typical press release format:
7. Headline: A title that clearly explains what the release is about – Is it a product launch? a new development? A company restructuring?
8. Location: Where you are and where the news is taking place
9. Lead: the first paragraph that summarizes the most important information about your story
10. Body: Detailed information provided in decreasing levels of importance
11. Boilerplate: a few words describing your company to the audience
12. Press Contact: Name and contact details of your media coordinator or communications executive.
Typically, the reporter can get in-tuned with to get more information.
Note: While there’s no preferred font for your press release, sticking to a common font like Arial or Times New Roman may be a good idea.
Here are kinds of press release examples and why they have nailed it.
Product Launch Press Release:
Take a glance at this product launch PR Release from Apple. it's all the elements of a good press release within the perfect order.
Let’s analyse them one-by-one.
The Headline:
It’s clear, concise and simple. It’s also attention grabbing – something that’s sure to attract reporters and customers.
The Location:
Before the intro Para or lead, it mentions where the news is happening. in this example, the location is New York.
The Lead:
The lead gets right to the point. The journalist knows that this is often a new product release. They’re also made conscious of the various features that make this laptop so impressive to customers.
The Body
The body copy follows the inverted pyramid format to a tee.
It starts off by including a quote from a senior ranking official describing why this new release is a huge achievement for Apple. This establishes a human element that helps them reach their audience better.
The Boilerplate
There’s a reason why the Apple boilerplate may be a frequently used example for what a boilerplate should appear as if in marketing circles. It’s clear, avoids jargon, lists out all their offerings, includes data and notes down what they strive to do.
The Media Contact
New Research Findings press release
There are tons of things this press release example does well just like the title, lead and quotes.
Note how the media release also follows the inverted pyramid formula well. At the start of the article, it distils the aim of the robot into very easily understandable terms.
It’s only towards the end of the article, after you’ve got a good idea of what the robot is, does it enter the technical facts and details.
Emergency Announcement press release
The first thing that strikes you about this press release example is how it’s about something urgent – it focuses on something that’s currently going on. It also focuses on something with a clear social and emotional impact for a reader.
The body follows the inverted pyramid formula and includes a relevant quote also .
However, unlike other sorts of press releases, this official statement includes the contact information within the body itself.
Usually, this break in structure wouldn’t fit alright, but with the subject at hand, this is often important information that deserves to be presented above within the press release.
New Hire press release
One important thing to stay in mind when crafting a new hire press release is that you mention the name of the individual and the designation, they hold in the title itself.
This is especially important as the core of this official statement is condensed into those two points:
Using the lead to note down the qualifications and past achievements of the individual is additionally a good idea. It gives reporters and editors better understanding of the individual’s background and why this hire is noteworthy.
Award Announcement press release
When it comes to awards there are three key aspects:
Any press release that’s about awards should keep these three aspects front and center. Ideally, all three of those components should be answered by the time the lead is up, as is done during this event press release.
Note: These five handout types aren’t the only ones out there.
Sometimes you’ll need a social media press release to appeal to social media influencers and bloggers. Sometimes you’ll need a music press release template surely events.
What is the best way to Format Your Press Release?
Press releases generally follow a well-known format. By keeping your formatting consistent, reporters will always know where to look, that information. So, what does a formatted press release look like?
For Immediate Release
Name of Press Contact:
Date:
Phone:
Email:
[INSERT HEADLINE]
Summary Bullet Point One
Summary Bullet Point Two
Summary Bullet Point Three
[CITY], [STATE] – Introductory Paragraph
[QUOTE]
[Second Paragraph]
[Third Paragraph]
[QUOTE]
Closing Paragraph
[BOILERPLATE]
It's a good bet to say that you simply have an honest idea of what imports and exports are. Imports and exports support the development of the national economy and expand the world market. But do you know its strengths and weaknesses?
Imports and exports are a means of foreign trade. Foreign trade is carried out on goods and services, including import, export, and foreign trade balances, and is displayed separately on goods and services. The balance of total imports, exports, and foreign trade is displayed as a summary of goods and services.
Export refers to the sale of goods and services from your own country to a foreign country. On the other hand, importing means purchasing foreign products and bringing them into your own country. In addition, it can be divided into two methods.
All countries are endowed with specific resources, assets, and capabilities. For example, some countries have abundant natural reserves, such as petroleum products, wood, fertile soils, precious metals and minerals, while others lack these resources.
Benefits of imports and exports
This is one of the easiest routes to enter world trade, and imports and exports create huge employment opportunities.
In contrast to others, it requires less investment in terms of time and money
How to enter the world trade.
Import and export restrictions
Key takeaways:
References:
