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BUSINESSBUSINESSCORRESPONDENCECORRESPONDENCE

Session 8

AGUNG PRAPTAPAUNSOED

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Will be discussed here:Will be discussed here:Will be discussed here:Will be discussed here:

Routine E-mail Message and Memos

Routine Letters and Goodwill Message

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Routine E-mail Message andMemos

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E-mailE-mailE-mailE-mailE-mail has become the primary

communication channel for internalcommunication

Now is expanded through otherchannels such as: facebook, ym, blogUsed for external communication as

well• Recruitment• Marketing• Purchasing•

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 Tips for seccessful email fo Tips for seccessful email for

businessbusiness Tips for seccessful email fo Tips for seccessful emai

l for

businessbusinessSubject: describe action taken

• Example: sending you brochure about bankingkiosks

Use saltation for friendly tone:• Example: Dear Sir, Dear Madam, Dear Sirs, Dear John, Dear Sir or Madam

Open with direct response to inquiry• Example: Thanks for inquiry about.......

Provide details conciselyClose with date and action requestNice closing remaks:

• Example: best, sicerely, regards

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Organization of e-mailOrganization of e-mail

messa es and memosmessa es and memosOrganization of e-mailOrganization of e-mail

messa es and memosmessa es and memos Subject line:

• Summarize the central idea• Use an abbreviated style

Opening• State the purpose of writing•

Ask questions immediately• Supply information directly

Body• Explain details• Enhance readability• Supply graphic highlighting•

Be cautious Closing• Request action• Summarize• Avoid cliche ending

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Routine LettersRoutine Letters

andandGoodwill MessageGoodwill Message

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Characteristics of Good LettersCharacteristics of Good LettersCharacteristics of Good LettersCharacteristics of Good Letters

Clear contentA tone of goodwillCorrect form

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Organization of letterOrganization of letterOrganization of letterOrganization of letterOpening

• Frontload with main idea•  Tell immediately why you are writting

Body• Explain your request or response• Provide details• Consider using lists, headings, or colums to

improve readabilityClosing

• Provide courteous conclussion• In requests, tell what action you want• Provide end date if appropriate

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Goodwill MessageGoodwill MessageGoodwill MessageGoodwill Message Thanks

• Thanks for a gift

• Thanks for a favour

• Thanks for hospitalityRecognition

• To respond goodwill message we may receiveSymphaty

• To express condolences

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Good Goodwill MessageGood Goodwill MessageGood Goodwill MessageGood Goodwill Message

Selfless• Focus on receiver

Specific•

Personalize the messageSincere• Show genuine feeling

Spontaneous•

Keep he message fresh and enthusiasticShort

• Can be long, but the shorter the better

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Assignment 6:Assignment 6:

E-mailin to overseasE-mailin to overseasAssignment 6:Assignment 6:

E-mailin to overseasE-mailin to overseas You should send e-mail to someone

overseas, can be person, company,university, etc.

Should be in EnglishSend e-mail as many as possibleAfter you get response (answer), please

post your email and the answer to e-

learning web blog:www.apbuscom.blogspot.comShould be posted by Thursday 21 May

2009

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 Thank you Thank you Thank you Thank youAgung Praptapa:

• Email: agung.praptapa@gmail.com• Web: www.praptapa.com•

Blog: www.praptapa.unsoed.net• Elearning Web Blog for Business

Communication:www.apbuscom.blogspot.com

 TIPs for you today:• “We should not only use all the brains we

have, but all that we can borrow” (Woodrow Wilson)