WORKPLACE

COMMUNICATION
Week 5
 WORKPLACE COMMUNICATION.
• Communication is an essential part of the workplace, making it a valuable skill
for professionals across industries and job roles.
• Enhance your workplace relationships and your contributions to your job role.
• Improve productivity and efficiency within a team.
• Using effective communication in the workplace also helps you maintain
positive professional relationships with your co-workers and superiors by
encouraging you to ask for clarity and use appropriate communication
channels.
• Overall, good workplace communication contributes to a positive company
culture and an ability to meet company goals.
 WHAT IS WORKPLACE COMMUNICATION?
• Workplace communication is defined as a type of internal communication within the
boundaries of an organization that occurs in-person or virtually for getting a job
done and accomplishing the objectives of an organization.
• Some of the important communication tools that are used to improve
communication at workplaces are:
Internal newsletters Business letter
Instant messaging Forums
Intranet Podcasts
Team collaboration tools Screensavers
Internal Blogs Digital signage
Corporate social media Planning tools
Video chat Employee experience tools
Video broadcasts Virtual events
Alerting software Idea management tools
Team bonding tools Employee engagement software
Surveys Employee apps, etc
 UNDERSTANDING BUSINESS
LETTERS
• A business letter is a professional, formal letter that is sent by one company to
another.
• These letters can be used for professional correspondence between business
clients, employees, stakeholders as well as individuals.
• Whether you need to tell a potential client about your product, collaborate with
another company, convince someone to attend your event, or give a thank you
note – a well-written business letter can stand out.
 TYPES OF BUSINESS LETTER

1. Cover Letters
2. Business Invites
3. Complaint Letters
4. Letter of Resignation
5. Order Letters
6. Letters of Recommendation
 TYPES OF BUSINESS LETTERS
1. Cover Letters
• First up, a cover letter is a one-page document that candidates submit along with their
resumes. It takes the employer on a guided journey of their greatest career & life
achievements.
• No matter if you’re a student or an experienced professional, a cover letter is an
important document to show your skills, experience, and why you’re fit for the position
you are applying for.
• Tips:
• Don’t try to fit your whole career in your cover letter. It should have a carefully curated
collection of stories.
• Don’t state a skill that you don’t actually have. You’ll definitely regret it when you’re asked
to use that skill in the interview.
• Keep it concise and to the point. The employer does not have time to sit down and read
an entire memoir.
 TYPES OF BUSINESS LETTERS
2. Business Invites
• These letters are a formal way to reach out to a company or an individual and
invite them to attend an event hosted by your company.
• As business events tend to be formal, an invitation letter is most likely to be
formal as well. But, if you are organizing a casual event, it should be reflected in
your invite and tone.
• Tips:
• Write the letter in such a way that it builds anticipation about the event.
• Clearly mention the date, time, and venue.
• Set a friendly follow-up to remind them of the event.
 TYPES OF BUSINESS LETTERS
3. Complaint Letter
• This letter is a way to formally express your disappointment formally. You
can report a bad experience, poor customer service, or let a company know that
their products didn’t meet your expectations.
• The key to this letter is that it shouldn’t sound like you are nagging, but also
shouldn’t lose its importance if you want to be taken seriously.
• Tips:
• Don’t get too emotional or over-the-top angry. Just state the facts.
• Be cordial and professional. Let them know the entire story and how’d you like
them to rectify their mistakes.
 TYPES OF BUSINESS LETTERS
4. Letter of Resignation
• It is a document that notifies your employer that you’re leaving your job. Whether
you work at a coffee shop or a big-shot company, it’s proper protocol to submit a
letter of resignation before you leave.
• Also, if you have an urge to send an incendiary letter of resignation, don’t give in!
You might cross paths with these people again.
• Tips:
• Keep it simple, stick to the facts, and don’t start complaining. Resignation letters
are not the right place for complaints & critiques.
• Thank your boss and/or the company for the opportunities and describe some of
the key things you learned on the job.
• If you’re in a high-profile position, consider your words super carefully because
your letter would likely be made public
 TYPES OF BUSINESS LETTERS
5. Order Letters
• Also known as “purchase orders”, these letters are used to order things or buy
material. They act as a legal record, documenting the transaction between the
buyer and seller.
• These letters are generally written by one business to another business to make
an order or to modify it.
• Tips:
• Be concise and clear to avoid any misunderstanding or confusion.
• Include everything the seller would need to deliver the order and get the
payment.
• Provide contact information for future conversations or follow-up.
 TYPES OF BUSINESS LETTERS
6. Letter of Recommendation
• These letters intend to recommend someone for an internship, job, fellowship,
or other such opportunities.
• Before hiring an employee, many employers ask for such kinds of letters. It tells
why the person the letter is about is a good person to hire and describes their
strengths & abilities.
• Tips:
• Be honest and don’t agree to write a letter to someone you don’t know.
• Use specific examples to highlight the person’s strengths, skills, and abilities.
• Include why you believe the candidate would excel in the role.
 OTHER TYPES OF BUSINESS LETTER

• Application letters
• Letters of intent
• Letters of interest
• Inquiry letters
• Query letters
• Motivation letters
• Transmittal letters
 FORMAT/STRUCTURE OF BUSINESS LETTERS

Step 1: Sender’s Information

• If you want a reply, you need to understand how to address a business letter
properly.
• In this section, you’ve to write your address, contact number, and email address.
• Many people include their full name at the top too. However, others think that
it’s unnecessary because you are going to sign the letter with your name anyway.
• Want to save some time?
• Well, if your company has a letterhead, you can use that instead of typing out all
the information.
 FORMAT/STRUCTURE OF BUSINESS LETTERS

Step 2: Date
• Rather than abbreviating with numbers, write the entire date.
• When you’re writing to American companies, use the American date format i.e,
put the month before the day.
• Example: October 20, 2016
• Write the date before the month if you’re sending a letter in the U.K. or
Australia.
• Example: 20 October 2016
 FORMAT/STRUCTURE OF BUSINESS LETTERS

Step3: Recipient’s Address 

• This is the address where your letter will be delivered.
• Write the recipient’s name, their title (Ms./Mrs./Mr./Dr), and their address. Make sure
you’re as specific as possible so that it reaches the right destination.
• If you don’t know the person’s name, a little research won’t harm you! Call the
company or speak to the employees of the company to find out the name.
• Example: 
• Mr. Mike Brown
• Executive Director
• XYZ, Inc.
• 602 Melrose Avenue
• Los Angeles, California 90038
 FORMAT/STRUCTURE OF BUSINESS LETTERS

Step 4: The Salutation

• It is an indicator of respect. You can choose the salutation based on how well you know the
person and the context of your letter.
• If you know the person you’re sending the letter to, and you mostly address them with their
first name, it’s okay to use their first name in the salutation. (For example, Dear Mike)
• However, there are exceptions to this case too.
• Let’s take an example.
• The dean at XYZ college might be your uncle, but if you’re writing to him regarding an official
matter, it would be best if you use the salutation “Dean (Last Name)” or “Dr. (Last Name)”
because there’s a chance that other people handle his letters and emails.
• If you don’t know someone, always use the personal title and their last name.
• If you are not sure of someone’s gender, you can use their full name. (For example, Dear Taylor
Brown)
• If you don’t know specifically whom you’re sending the letter to, use “to whom it may concern.”
 FORMAT/STRUCTURE OF BUSINESS LETTERS

Step 5: The Body

• This is the most important part of your letter. The body should contain a few
(mostly three) concise paragraphs, each with a clear purpose.
• Keep your message crystal-clear.
• In the opening paragraph, introduce yourself and clarify the point of your letter.
You can also mention mutual connections here, in case the recipient doesn’t know
who you are.
• You can write “I am writing to you regarding…” as the opening line.
• In the next paragraph, go into the details of your main point.
• In the closing paragraph, briefly summarize your points, restate the letter’s
purpose and tell your planned course of action.
 FORMAT/STRUCTURE OF BUSINESS LETTERS

Step 6: Closing
• Here, you’ll mention that the recipient can contact you or your team if he has
any concerns or questions. You can also thank him or her for reading the letter.
• Make sure that the closing isn’t more than two sentences long!
• For instance, you can write:
• Kindly email me at (your email) to schedule a meeting. Thank you!
• If you have any queries, don’t hesitate to call me at (your contact number).
 FORMAT / STRUCTURE OF BUSINESS LETTERS

Step 7: Complimentary Closing

• This is a short remark that marks the end of your letter. You’ve got a lot of
options here but choose the one that reflects the formality of your relationship.
• Recommended formal closings include “Yours Truly” or “Respectfully” or
“Sincerely”.
• If your letter is less formal, you can write “All the best” or “Thank you” or
“Regards” or “Best”.
• Regardless of what you choose, add a comma to the end of it.
 PRINTED STATIONERY

Step 8: Signature
• Below the complimentary close, sign the letter.
• Make sure that you skip at least four lines so that there’s enough room for your
signature. After that, type out the name that has to be signed.
• You can include your job title below your full name too.
• Here’s the format:
1) Your signature
2) Typed full name
3) Title
 PRESENTATION: FULLY-BLOCKED LAYOUT

Step 9: Enclosures (If applicable)

• If you plan to send anything along with your business letter, you can indicate
this simply by writing Enclosures after the signature.
• Consider it the print version of “please find attached” for emails.
• If you have included many documents, make a list that tells the recipient what
he needs to look for in the envelope.
• For example:
Enclosures (5): 2 Brochures & 3 Flyers
 BUSINESS LETTER EXAMPLE
John Bravo
ABC Education Inc.
1234 – 123 Street
New York, NY 01218
May 21, 2018
Sarah Geenie
XYZ Company Inc.
6789 – 789 Street
New York, NY 04851
Re: Updated Billing Frequency
Dear Ms. Geenie,
I am writing to inform you of our new pricing model effective February 1, 2019. On the first of February, we will be switching from an
annual billing cycle to a quarterly billing cycle and this letter contains important information that may impact your organization.
After conducting extensive research and receiving feedback from our customers, we have determined that most customers strongly
prefer a quarterly billing cycle rather than an annual one. In order to best suit your needs, we have decided to offer this benefit,
which will take effect on February 1, 2019.
This letter is simply to notify you of the upcoming changes, and no immediate action is required from you at this time. We thank you
for your continued business.
Sincerely,
John Bravo
OPEN PUNCTUATION
• The term open punctuation stands for the omission of characters and marks
such as full stops (periods), colons, or commas in the address, after the
salutation, in abbreviations, etc. in English correspondence.
• This style of punctuation or writing is a newer appearance that has developed
from today’s age of electronic messaging and is, therefore, of a more practical
origin.
• In British business letters, open punctuating is typical and used almost
exclusively nowadays. In American English, however, the punctuation rules are
somewhat more liberal, and a mix of open and closed punctuation is often seen.
• Examples of open punctuation (omitting of characters and punctuation
marks):
• ‘Dear Mr Abraham’
• The full stop for the abbreviation after ‘Mr’ is not written.
• ‘12 March 2010’
• In this date, there are neither full stops nor characters or abbreviations like ‘th’ for the
day.
 OPEN PUNCTUATION AND CLOSED PUNCTUATION

• When it comes to writing a business letter, you have two primary styles to choose
from.

• The first, known as closed punctuation, requires the strict use of traditional
punctuation, such as a colon after the salutation – Dear Sir: – in your business letter.
This is the type of punctuation you likely learned in English class.

• Open punctuation is a much more relaxed way of writing. Choose this option, and
you can give those pesky colons a miss.
 THE DIFFERENCE BETWEEN OPEN AND CLOSED PUNCTUATION

• In a nutshell, closed punctuation uses terminal punctuation marks, while open

punctuation leaves them out.
• Terminal punctuation refers to the commas and colons you typically use at the end
of phrases, such as the colon after the salutation and a comma after the
complimentary close.
• With open punctuation, you simply leave these nonessential punctuation marks out.
• You'll write an open-punctuation letter using the full-block style. In this style, you'll
write your own address at the top of the page, unless you're using letterhead. The
recipient's name and address appears in the inside address block in the usual way,
but there are no commas after each line of the address. There's no indentation in the
salutation, closing or paragraphs of the letter; rather, all your text should be justified
to the left margin.
 CONTINUATION SHEETS
What is a two-page business letter?
• A two-page business letter is a formal letter from one person within a
company, or a representative from a company to another company or
individual.
• Just as with a one-page business letter, two-page business letters are designed
to inform or instruct the reader.
• A written business letter is a common form of communication and is regularly
used to reinforce oral communication or to give people notice of required
actions, status updates or score policy updates.
• People regularly use two-page business letters when the information they are
sending is longer than that of a more standard one-page letter.
 CONTINUATION SHEET
• Continuation sheets are used for second and subsequent pages of business letters.
• Continuation sheets may show simply the company’s name and logo. It is important
to include certain details at the top of second or subsequent pages just in case the
pages should become separated.
• The heading bears the name (person or organization) from the first line of the inside
address, the page number, the date and a reference number.
• Remember that when using fully blocked style you should maintain consistency by
ensuring that all the headings on continuation sheets also begin at the left margin.
• Leave 4/5 lines before continuing the letter