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INTERNAL AND EXTERNAL PROFFESSIONAL RELATION 2
COURSE CONTENT
CHAPTER 1 : THE INTERNAL MAIL
- General Introduction -Characteristics of Internal Mail
- Business Letter Writing CHAPTER 2 : AREAS OF INTERNAL MAIL -Business Report -Minutes -Memos -Delivery Notes -Invoices -Placing an Order CHAPTER 3: THE EXTERNAL MAIL
- Definitions
- Characteristic of External Mail
- Mails relating to Search for Employment/Employees
- Letter of Complain Chapter1: The Internal Mail Introduction In the world of business a lot of goods and services are being bought and sold. The buying and selling of these goods and services is often hindered by the gap that separates the buyer from the seller and vice-versa. As a result of this,it is difficult for both the buyer and seller to each other To overcome this
problem, it is important for this gap to be bridge. To bridge this gap there must be effective business communication. Business communication means the transmitting and reception of business messages and information between business men. These messages can be transmitted through mails, business letters, business reports, delivery notes, quotations, invoices etc…. The Internal Mail A mail is a general term which can be used for either electronic mail (E-mail) or postal mail. It is the sending (virtually, electronically or physically) of letters, envelops or package to one recipient. The internal mail is a free service for stable services and department. It is the name for mails which are sent and received between employees and departments. Any internal mail should be placed in an envelope and clearly address with the full name of the recipient and the department. Characteristics of Mails There are times when phones and face to face conversation are more efficient and productive. But in most cases, mails are near perfect medium for communication.Here are 6 qualities of successful mails. Concise Since mails can transmit unlimited amount of information,it is easy to write all details. This is usually not the best approach. Instead it is better to focus on making your mail as concise as possible.In order words it is better to put as much information into few words as possible.
Business Letter Writing A business letter is a letter from one company to another or between such organisations and their customers, clients, or other external parties. It serves as a means of communication written for various commercial purposes. These purposes can be a business deal, complaint, warning, notice, invitation, declaration, information, apology and various other corporate matters. Letters of business are the most popular and most widely written types of letters. Business letters are also the oldest form of official correspondence and perhaps the propagator of mailing system.
- Types of business letters - Parts of business letters - Style of business letters All over the world there is millions of organisation, big and small. They all need to communicate with one another whether through electronic mail or conventional mail. This communication can be between two companies, firm and clients and alike. All types of shipment takes place among various industries of the world and they all require documentations, business letters is one amongst such documentations. A business letter is also known as professional business letter. The term business correspondence letter is also used to refer these, simply because a letter is a means of correspondence. Its official in nature and is mostly formal in writing; following a basic framework. This frame work is common among various official letters, it is the content and the tone of the language which differs and matters the most. The term ‘official letter’ thereby becomes synonyms with business letters. Depending upon the need, various types of letters are written and the content varies as per se. A
slight change in length and format may exist but that is meagre. However, these letters have styles which are acceptable as and when required. Types of business letters Business letters are basically of two types
- Formal business letters – formal business letters are the typical or standard business letters meant for legal or official correspondence. These include letters regarding business deals, order, claim, dispute settlement, agreements, information request, sales report and other official matters.
- Informal business letter – informal business letter has a laid back approach. It is used for casual correspondence but does not necessarily have to have a casual tone of language. These letters include memorandums, appraisals, interview thanks, reference letters, cover letter, customer complaint letters, e-mails and others which are less important or regular. Depending upon the client, content, motive and other factors, letters of business can be further subdivided into: - Application letter - Acceptance letter - Customer claim response letter - Demand letter - Information request letter - Information response letter - Job applicant not hired letter - Letter of complain - Letter of intent
Parts of a business letter Like most of the letters, a business letter also has layout which includes various divided parts The Letter Head: a letter head is a topmost heading printed on letter paper. The heading consists of name, address generally accompanied by a logo of the organisation. Most professional firms have their own pre-designed letter head. Pre printed letterheads showcase the repute of a company; in terms that company can afford to have these and is not miser in using some extra ink. However smaller firms may not have it they use their name, address where the letterhead would be placed. Reference: This used to differentiate a particular letter from other letters. It is usually made up abbreviations of the company’s name,the abbreviation of thedepartment from which the letteris written,registration number and a file number. It is usually divided into « Our Ref » which stands for our reference and « Your Ref » which stands for your reference. Date : the date has to be written exactly below the letter head. The date is important part of a letter and is used for reference. The date is supposed to be written in full with day, month, and year. Example: 31 st may 2012 or may 31 st , 2012. Addressee : This refers to the name and address of the person receiving the letter or message. Salutation : salutation is word of greeting used to begin a letter. It is courteous gesture and shows respect to the receiver. Dear sir/madam etc is specifically known as opening salutation.
Subject Matter : This refers to the main idea or summary of what the letteris talking about. The Body : body is the main part of the letter. The message of the letter is to be clearly mentioned in the first line itself. The body has the relevant subject matter which is to be divided into a number of paragraphs, mostly 3 – 4 or more depending upon the matter. If there are instructions etc. These are to be in a bulleted or numerically listed in separate lines. The last paragraph should sum up the whole letter and offer any assistance or take a course of action as required or instructed Complementary Close: This is a polite way of ending the letter.The type of complementary close used will depend on the type of salutation being used. E .g are Yours Faithfully (if your salutation is Dear Sirs), Yours Sincerely (if your salutation is Dear Sir /Madam). The Signatory : sign a name after a few spaces. If you have your printed name, then sign above the line containing your typed name. Signature should be in black or blue ink and if you have an electronic signature you can use that too. Scanned image of your signature can also be used if it confers with rules of the institution.. The Designators : It is the post or position of the person who is signing the letter on behalf of the company e.g purchasing manager, general manager, sales manager etc… Enclosure: This is used when an additional document(s) is attached to a particular letter. This is usually abbreviated as ENC with the number of documents attached written in bracket open and close and if possible the documents are listed below.
Dear Mr Smith: My former colleague Joan Brown informed me that you are seeking to hire an office manager. I worked with Mr. brown at Acme and have 10 years of experience as an administrative assistant have longed admired XYZ partnership and would be honoured to work for your company. As you can see from my CV, i have performed many administrative duties in my previous position at Acme and Ajax; I facilitated the company’s transition from handwritten to digital records, that work paves the way for my move to Acme, where I assisted the director of innovation in tracking the development of new products. I helped introduce the company’s workflow management system, which enabled Acme to cut the average development time of its software upgrades from the 18 weeks to 12 weeks. I would be pleased to speak with you to discuss the details of the office manager position. Thank you for your consideration of my application. Best regards Jane Clark
- Modified block style Modified block differs from block style in that the date, sign off, and signature lines begins at the centre point of the page line. The beginning of each paragraph is indented five spaces. Depending on the length of the letter paragraphs may be separated by a single or double line. Example 123 Anywhere London Sw1 6DP 1 July 2014 Ms Joan brown XYZ Partnership 10 Utopia drive London Dear Joan: Thank you so much for informing me on the vacancy at XYZ partnership. I appreciate all the support you have given me throughout my career, and i would be delighted to work alongside you once again. In order to build upon my qualification, i have applied to the evening administrative degree program at ST John’s
- Semi blocked format Semi block is similar to block but has a more informal appearance. All elements are left-aligned, except for the beginning of each paragraph, which is indented five spaces. Paragraphs are separated by a double line space. Example 123 anywhere London Sw1 6DP 1 July 2014 Mr JOHN smith Xyz partnership 10 utopia drive London Dear Katie, I hope you are settled in comfortably in Manchester. I miss you already! But i know your new position will open up a lot of career opportunities for you. It’s also great that you’ll be closer to your family. And at least for now, it’s still warm!
I too have some good job news. My former boss just told me about a great position at her new company. I would still be doing administrative duties but would be managing the whole office, and it’d include a nice pay rise too. She says she’s already spoken highly of me to the person I’d be working for, so i think there’s a good chance it will come through. Besides that, everything else is going pretty well. I’m already looking forward to seeing you in December. As soon as the tickets for the winter extravaganza go on sale, I’ll book us a couple of tickets. Let me know if rob decides to come, too_ if so, I’ll make it three. Let’s talk soon! Until next time, jane
Close your letter (sincerely/respectfully/ faithfully) Signature and name. Exercise
- Bolton ltd a company based in buea town with email address Bolton@yahoo.com , telephone number 233433323 addressed a business letter to customer service of New Foods Company based in Bonaberi Douala headed by Mr. John Stephens concerning a 2 weeks delay in requested good after haven received a confirmation of his payment two days after payment. Write a business letter to the company concerned. Solution Bolton company ltd Buea town Bolton@yahoo.com 233433323 24 th February 2020. Mr John Stephen Customer Service Representative New Food Company Bonaberi- Douala Dear Mr Stephen
I am writing you concerning a recent purchase of carton of biscuits. Approximately two weeks ago on February 10th^ i ordered a total of 150 cartons of biscuits from your company. I received an email notification two days later confirming the receipt of payment and the shipment of the goods. According to your website, shipments should reach their destination within 3-5 business days of being sent, but i have yet to receive the goods. Do you have any information on what may have happened to delay the shipment or where the shipment is currently? I have worked with new food in the past and have the greater confidence in your products and customer service. We need the shipment of the goods soon, however, and I hope you might be able to provide me with an idea of when i can expect them. Thank you in advance for you quick response Sincerely Sam brown Vice president of Bolton company ltd 234444568 sbrown@yahoo.com
- Debit notes: When errors are made in an invoice, they are not corrected by printing or cancelling in the invoice but a debit or a credit note is used. A debit note is a note that is sent by the seller to the buyer who has been under charged in the original invoice. It may be sent also by the buyer to the seller to claim credit for some items like packaging of materials which has been returned to the seller.A debit note can also be issued for the following reasons; -When goods are sent for inspection and are kept by the buyer -When goods are over supplied and are returned by the buyer. -It is similar to an invoice and it serves the same purpose. Exercise On the 7th September 2012 CATWA Books publisher P.O Box 12453Yaoundé received an invoice from concept book publisher P.O Box 1661 Bamenda. According to the order n° 054 after a proper observation of the invoice by concept publisher it was discovered that the VAT was 750000 FRS and transportation cost of 180000 FRS was not charge on the value of the goods On the 10th of September 2012 a debit note n°010 was prepared on that effect. Using the information above prepare a debit note CATWA BOOKS Publisher P.O Box 12453 yaounde Concepts Books Publisher P.O Box 1661 Bamenda
10th September 2012 Debit Note N° Ref Description Units Quantity U.P Amount 001 VAT 750000 002 Transportatio n
Total 930000 Amount in words: Nine hundred and thirty thousand franc CFA Signature Chief accountant
