Unit 4: Electronic and Other Messages
Business
Letters: Business letters are forms of external communication. A business
letter is a letter written in formal language between organizations or between
individuals or between an organization and individuals for the exchange of
business-related information. It can be hand-written, typed, and printed. Before
the arrival of emails, letters were the major form of business communication. Though e-mails are the primary forms of communication in recent times, letters are
still important for their legal values, confidentiality, and personal touch.
Elements
of Business Letters: The head has Date,
Recipient’s address, and Salutation. Similarly, the Body must have The
opening, Body paragraphs, and Closing. The tail should have Complimentary
close/valediction, Signature, Printed name
Approaches
to Writing Letters: Direct
approach is basically used for good news messages and routine messages such as
direct request messages and goodwill messages. The indirect approach is
used to convey bad/negative news. Negative messages convey bad news to the
reader. These are messages that will not be received favorably by our readers.
The readers’ apparent reactions to negative messages are “NO”.
Business Letter Types: Good News Letter that includes requests/orders, acknowledgment, cover, inquiry, and recommendation. Next, a Bad news Letter has a complaint, request refusal, resignation, or payment request. A persuasive Letter has sales and job applications.
Memos: A memo is a
short form of memorandum, which means a brief communication for inter-office
circulation. A memorandum is a written message or information from one person
or department to another in the same business. Effective memos clearly state
the objective in the first sentence. Memos can be very short one-liners to much
longer memo reports. While memos are informal, direct, and written within the
organization whereas letters are formal, and are mostly written for outside
communication. An effective
memo contains: Heading segment, Body like Opening segment, Discussion segment, Closing
segment, Necessary attachments, and then Tail
MEMO
Sample
To:
All the staff
From:
Arjun Babu
Date:
2023/08/09
Subject:
7-Day Outing Permission and Refreshment
I
am writing to request permission for a 7-day outing for the students of XYZ
College, Baneshwor, Kathmandu. As we approach the end of this academic semester,
we believe that providing our students with a brief respite will contribute to
their overall well-being and refresh their minds before they embark on their
final exams.
Purpose
and Itinerary: The proposed outing is intended to serve as a refreshing break
for the students, allowing them to rejuvenate and come back to their studies
with renewed focus and energy. The itinerary is as follows:
Dates:
2023/08/10 to 2023/08/17
Destination:
Mustang
Activities:
The outing will include various recreational activities, team-building
exercises, and opportunities for personal reflection. Students will engage in
nature walks, outdoor games, and group discussions aimed at enhancing their
interpersonal skills and relaxation.
Safety
and Supervision: The safety and security of our students are of utmost
importance to us. We will ensure that an appropriate number of faculty members
will accompany the students throughout the outing. Additionally, we have
coordinated with local authorities and the chosen destination's management to
ensure a safe environment for all participants.
Refreshments and Meals: During the outing, the college will provide daily meals and
refreshments for all students and accompanying staff. Special attention will be
given to dietary restrictions and preferences to ensure that everyone's needs
are met.
Budget:
Attached to this memo, you will find a detailed budget outlining the estimated
costs for transportation, accommodation, meals, and other incidental expenses.
We have taken measures to ensure cost-effectiveness while maintaining the
quality of the outing.
Permission
and Consent: We kindly request your approval for this outing, along with any
necessary permits or permissions required from relevant authorities. Beforeo
departure, we will distribute consent forms to the students, seeking
parental/guardian approval for their participation. These forms will also
include emergency contact information and medical details to ensure preparedness
for any unforeseen circumstances.
We
believe that this 7-day outing will greatly benefit our students and contribute
to their holistic development. We appreciate your consideration of this request
and eagerly await your response.
Thank
you for your attention to this matter.
Sincerely,
ABD
Secretory
9700000800807
Notices:
A notice is a form of communication that usually takes place between and among
the departments. Informational messages are transmitted to the members of an
organization by putting them up as notices for everyone to read. In an
organization, the purpose of notice includes inviting everyone for a meeting, regarding
a new rule to be initiated or followed, regarding events to be held, regarding
a holiday, regarding deadlines for any particular hob assigned, announcing
organizational, social purposes, reporting on important matters, etc.
XYZ COLLEGE, KATHMANDU
Notice
Date:
8/10/2023
SARASWATI
PUJA CELEBRATION
Dear Students,
We are excited to announce the upcoming celebration of Saraswati Puja at XYZ College. This auspicious occasion is a time for us to honor the goddess of knowledge, music, arts, and learning, and seek her blessings for our academic journey.
**Time:**
6 am onwards
**Venue:**
In the college
-
Traditional Puja ceremony to invoke the blessings of Goddess Saraswati.
-
Cultural performances, including music, dance, and recitations, by our talented
students.
-
Display of art and craft projects showcasing the creativity of our students.
-
Offering flowers and books to the goddess as a symbol of reverence for
knowledge.
We
encourage all students to actively participate in the celebrations and embrace
the cultural and spiritual significance of Saraswati Puja. This event is not
only an opportunity to seek blessings for our studies but also a chance to
showcase and celebrate the diverse talents within our college community.
Dress
Code: Students are encouraged to wear traditional attire or attire that is
culturally appropriate for the occasion. We invite all students and faculty
members to join us in making this event a memorable and meaningful one. Let us
come together to celebrate knowledge, arts, and the spirit of learning. Please contact [Contact Person's Name] at [Contact Email/Phone Number] for any inquiries or to express your interest in performing during the cultural segment.
We
look forward to your enthusiastic participation.
Sincerely,
Jivan
Sedai
Information Officer
XYZ
College, Kathmandu
Circular: It is a written formal document used for inter-departmental communication. It serves the same purpose as a notice and may be written for the same reason. The only difference between the two is that the Notice is displayed in one place, whereas the circular is widely circulated among the members concerned. A circular letter is a type of letter that is written to share a particular piece of information with a very large audience. The purpose of a circular letter is very different from a personal letter, which is only used to send a piece of information to one or maybe two people.
XYZ COLLEGE,
KATHMANDU
Circular
Date: 2023.8/11
Subject:
Saraswati Puja Celebration Circular
Dear Students
and Faculty Members,
Greetings!
We are thrilled
to inform you about the upcoming Saraswati Puja celebration at XYZ College.
Saraswati Puja, dedicated to the goddess of knowledge, music, arts, and
learning, is a cherished tradition that we eagerly anticipate each year.
**Event
Details:**
**Date:** Saraswati
Puja 9/10/2023
**Time:** 5 am onwards
**Venue:** XYZ
College premises
**Highlights of
the Celebration:**
- Traditional
Saraswati Puja ceremony to seek the blessings of the goddess.
- Cultural
performances, including music, dance, and recitations, by our talented students
and faculty.
- Exhibition of
art and craft projects showcasing the creativity of our college community.
- Offering flowers and books to Goddess Saraswati as a symbol of reverence for knowledge.
We encourage all
students and faculty members to actively participate in this event and make it
memorable. This celebration is an opportunity to immerse ourselves in our
cultural heritage and pay homage to the divine source of wisdom.
**Dress Code:**
We encourage everyone to dress in traditional attire or clothing that aligns
with the cultural spirit of the occasion.
Should you wish
to perform during the cultural segment or contribute in any way, please reach
out to [Contact Person's Name] at [Contact Email/Phone Number]. Let us come
together to celebrate knowledge, arts, and the spirit of learning. Your
presence and participation will undoubtedly make this event even more special.
Looking forward to your enthusiastic
participation.
Warm regards,
ABD
Coordinator
XYZ College,
Kathmandu
Emails: Emails have become major means of formal and informal communication. It is a method of exchanging messages instantly from one system to another with the help of the internet. Emails have been the predominant form of business communication mainly because of Quicker, Easier mode with much cheaper too. The advantages of Email can be easy to use, Emails are fast, the language used in emails is simple and informal, it is possible to send automated emails with a certain text, and emails do not use paper. The disadvantages of emails are information overload, lack the personal touch, pressure to reply, span, absorption viruses, etc. Email Etiquette must have like be informal, not sloppy, keep messages brief and to the point, use sentence case, avoid abbreviations and acronyms, don’t use e-mail as a excuse to avoid personal contact, remember that e-mail isn’t private, be sparing with group e-mail, use the subject field to indicate content and purpose, remember that your tone can’t be heard in the e-mail. Sample of EMAIL
To:
All the XI and XII Students of ABD College
From:
arjun@gmial.com
Subject: Important Notice: Upcoming Class Meeting
Date: 8/9/2023
**Date:8/10/2023
**Time:
11 am
**Venue:
** LSR HALL
1.
Updates from faculty members regarding ongoing and upcoming coursework.
2.
Discussion about upcoming events and extracurricular activities.
3.
Sharing any concerns or suggestions you may have.
4.
Any other matters relevant to the class.
Class
Representative, Grade 11/12
ABD
College, Balaju, Kathmandu
arjun@gmail.com, 980000000
Blogs: A blog, the shortened version of the words Web long, is created online and can include text, graphics, links to other Web sites, and video. Blogs show recent posts first, and at the top. It is a platform where a writer or a group of writers share their views on an individual subject. The main purpose of a blog is to connect the business/company/organization to the relevant audience. Another purpose is to boost your traffic and send quality leads to your website. Planning the Content for Blogging means you should understand your audience, check out your competition, determine the topics, identify your unique angle, name your blog, create your blog domain, customize the look of your blog, etc. Once you have your blog set up, the only thing missing is the content. While the design and layout are fun and functionally necessary, it’s the content that will draw your readers in and keep them coming back. It includes three main elements like Introduction: In the first few sentences of your article, you should already grab your readers’ attention. Begin with a relevant quote or statistic, tell a short story, or share an interesting fact. Body: Next, fill in the body text. In your outline, these are the bullet points beneath each sub-header. This is the meat of your blog post, so it should be clear and compelling. Conclusion: A concluding section isn’t always necessary- in fact, our blog rarely uses one- but can be useful in the case of storytelling or when wrapping up a very extensive article.
Completing
the Blog Content:
- Make it
informal but not sloppy
- Word count
- Interaction
- Make your
blog shareable
- Measure
your blog’s performance
- Frequency
- Consider
optimization
Advertisements: Advertisements are promotional messages. They are used to make people aware, inform, or instruct the common people. Basically, there are two types of advertising media: offline and online.
Effective
advertisements try to include the following elements:
- Smart ad
placement
- Focus on
your objective
- Irresistible
offer
- Advertorial
style
- Compelling
headline and tagline
- Sell the
benefits
- Make it
risk-free
- Offer a
strong guarantee
- Include
facts and statistics
- Call to
action
- Urgency
- Graphics
Press
Releases:
- Perhaps the
most basic means of reaching out to the media is the media release, also
known as, press release.
- A
well-written press release can grab valuable media attention, yet leave
the company the option to shape the story the way they want.
Consider
the following guidelines while writing a press release:
Ø Press releases
are not written targeting general readers, but journalists.
Ø If you don’t do
your research and target the wrong journalists, writing good press releases
won’t get you anywhere.
Ø Remember that
the angle which will interest the readers of a specialist magazine will be very
different from the local newspaper.
Ø You should write
different versions of your release for your target audiences.
Press
Release Structure
- Headline
- Lead
- Prove the
newsworthiness
- Sources:
Trustworthiness
- Additional
data
- Contact
details
- Boilerplate
Press Release
FOR
IMMEDIATE RELEASE
Date: 9/8/2023
Unfortunate Victim of Financial Fraud in Rautahat: College Employee Loses Property Due to Duplicitous Actions
In
a distressing incident that has shaken the community, a long-serving employee
of a local college in Rautahat has fallen prey to financial deception, leading
to the loss of their property. The victim, who was known for their dedication
and active involvement in the college's operations, found themselves embroiled
in a situation where their trust was betrayed, and their assets were put at
stake.
The incident began when the victim, having taken keen interest in financial matters, was enticed by a fraudulent scheme promising quick debt relief. Unbeknownst to the victim, the alleged financial institution that offered assistance was operating with deceitful intentions. Over some time, some seem into providing duplicate documentation and signing agreements under false pretenses. As the plot unraveled, it became clear that the victim had been ensnared in a web of deceit, leading to the unfortunate outcome of losing their property. The victim's house, which they had diligently acquired through years of hard work, was put up for auction to settle a debt that had been artificially inflated through manipulation. The local authorities have been alerted to the incident, and an investigation is currently underway to identify the culprits behind this financial scam. The victim's colleagues, friends, and the community at large are rallying to offer support during this difficult time. The incident serves as a stark reminder of the importance of vigilance and due diligence when dealing with financial matters. Authorities are urging citizens to thoroughly research and verify the legitimacy of any financial institution before entering into agreements or transactions.
For
further information or media inquiries, please contact: