Professional Documents
Culture Documents
IN THE WORK
PLACE
CHAPTER 4
GROUP 3
http://www.free-powerpoint-templates-design.com
TOPICS
01 Written Communication
02 Elements of a Business
Letter
WRITTEN
COMMUNICATION
BUSINESS LETTER WRITING
The Closing.
After the concluding paragraph, leave a
blank line and the add a closing word
such as “Sincerely”, “Best Regards”, etc.
BUSINESS LETTER ELEMENTS
Enclosed Documents.
If any supporting documents have been
attached, list them at the bottom of the
letter. This section should be titled
“Enclosures”.
Typist's Identification.
If somebody else have typed the letter,
include his/her initials at the very bottom of
the page.Senders who typed the letter
themselves do not need to include their
initials.
Copy Notation.
This is needed when others are being
sent a copy of the letter. The notation
appears below the signature, if there are
enclosurenotations or reference initials, it
appears below these.
Additional Letter Elements
Attention Line.
The letter sender may know that the
marketing manager is to receive the letter, but
cannot find the name of the manager.
Subject Line.
This is like a subject line in a e-mail. It
helps the receiver identify the content of
the message before reading. This may be
in all caps or initial caps and the word
subject is optional.
Postscripts.
This means after writing and is
information included after the signature.
Important Things to Remember When Writing Business
Letters
1. Business writing is marked by compact precise expression without wasted
words.
2. Always put in mind that the audience is too busy and has limited time to
read. Skimming is always possible to used by the audience.
3. Know your audience for the styles to be used. Style varies from
conversational to formal.
4. The contents should show the writer's authority over the matter, clarity of
matters, completeness of details, objectivity and veracity of information.
5. Use appropriate pronouns. It is proper to refer to yurself as “I” and the
readers as “you”. When you use “we” in your business letter, it commits your
company to what you have written.
BUSINESS
LETTERS
PRODUCT
ATTENTION INTERESTS APPLICATION ACTION
-gets the reader ‘s -create interest -show the reader -request for action
attention in the sender’s product application
product/ service/
activity, better to
have tag line
TRANSMITTAL
LETTER
• In sending number of documents, the sender
should have a cover letter for them or a
transmittal letter.
• It provides the receiver specific information on
the documents and also gives the sender
tangible record of the document sent.
MEMORANDUM
• Great way to communicate big decisions or policy changes
to employees or colleagues
• Business memos are written to an entire office.
COMPONENTS OF
A MEETING
AT THE MEETING
For formal meetings, Rules of Debate can
be used. These are guidelines based on
Parliamentary procedure and apply to
general meetings of members and public
meetings. Formal procedure gives meetings
a structure and helps members reach clear
decisions. They can also help control large
meetings or a single antagonist on a
committee.
MOTIONS
A motion is a formal recommendation
put to a meeting for debate and
consideration.
UNDERSTANDING MOTIONS
• All items of business or issues requiring a decision must
be presented to the meeting as motions which if passed,
will then become resolutions.
• All motions should be proposed by the” mover” in front of
the chairperson and then supported (seconded) by
another committee member before any discussion can
take place on the item.
• The proposer then explains the motion to support
it. The seconder has the right to speak
immediately or wait till the end of the debate.
• The chairperson then calls for speakers
alternately for and against the motion. At the end
of the debate, the proposer can reply. A vote is
taken. The secretary should record the motion,
who proposed and seconded it and whether it was
carried
• Any speaker can move an amendment to the
motion. When this happens, people speak for and
against the amended motion.
• The amendment must be put before voting on the
original motion. If the amended motion is carried,
the debate continues on the amended motion. If
the amended motion is lost, discussion moves
back to the original motion.
AMENDMENTS
Voting at the Meetings
The chairperson must have a clear understanding of
the rights of members. There are several ways of
voting. Choose the one most appropriate to your
situation. Don’t give option for a secret ballot when
you know everyone in the room agrees on an issue.
Me: Why did you agree?
Officemate: I didn’t understand a thing
Me:
General Agreement –
why put it to the vote if it
seems everyone is on
agreement. The chairperson
can say “Do we all agree
that…? Does anyone
disagree?
- As a member/participant of the meeting, you must
understand the situition inside. It is to maintain a good
communication at the work.
Verbal – the
chairperson asks
people to say “yes” or
“no” and decides
which was the louder
response. Suitable for
larger groups
Show of hands – the
chairperson asks people
to raise their hand to
either “yes” or “no” and
counts the hands. This is
useful where a precise
vote count is required.
Boss: Any clarifications and views?
Me: * raise hands*
Boss:
Secret ballot –
individuals vote on a
paper and two
elected people (often
committee members)
count the vote.
Suitable for elections
Proxy – individuals who are
absent can give someone
else the power to cast their
votes. Proxy votes are
permitted only if the
constitution allows for them
and usually bound by strict
rules to prevent unfair
lobbying, eg. Votes may be
cast only in writing a week in
advance.
Postal –
again, these
are only
permitted if the
constitution
allows them.
After the Meeting
• For the sake of accuracy, minutes should be
written as soon after the meeting as possible,
when the details are still fresh in the mind.
Preferably minutes should be circulated
within a week of the meeting being held.
Prompt circulation of the minutes stirs people
who have been assigned tasks into early
action and brings up to date those who
missed the meeting.
• Note points for action (and the person
responsible) that need to be chased up
between meetings. Make a note of diary
items requiring long-term attention.
THANK
YOU!!!