Transcript INF2090 Correspondence

INF2090
Correspondence
What is this course?
You will learn how to:
• Prepare various forms of correspondence
(letters, emails, faxes, etc. ) in a formal setting
• Identify formal writing etiquette
• Find life roles associated with this assignment
Writing correspondence- determine
the title of who you are writing to
• Who are you writing to?
• Do they have a special Civililty Title such as Dr.?
• It is important to know the first name, and, if necessary, the
position of the person who is being addressed. If we are unable to
know, their first and last name should be used with Sir or Ms. in the
salutation and greeting and name of the service you address in the
destination address (eg human resources, service customers, etc..).
• However, if the recipient has a title or exercises a public office, you
can indicate in the address, the name of the recipient and in the
salutation and greeting. It should be listed as follows (ex: Sir, Mr.
Minister, Mrs. Dr., Sir). When in doubt, simply enter Sir, Madam, in
the invitation and greeting.
Example
Ms. Emily Smith
Director of Sales
Toyota Calgary Inc.
James RONDEAU
General manager
The Intent
• What is the purpose of your letter?
• What type of letter?
• What type of message? (Thank-you letter,
memo, requesting information)
• Preparing a plan before you write your letter is
recommended
Parts of a Letter
• In the body of a letter there is usually:
• Greeting
• Introduction (purpose)
• Development
• The conclusion
The Best Way
Determine the best way to send correspondence; eg mail, email, faxing or posting on
the Web. It is important to determine the way we use to send correspondence. Given
the information we have on the recipient, we can determine how to use the best
preferred method to correspond with them.
By mail:
• This means of communication is formal and it is appropriate for the delivery of a
important correspondence. However, it takes more time for communication
to make the recipient. To ensure that the communication will get there, verify that the
recipient address is properly registered on the envelope.
By email:
• This means of communication, which is widely used today is immediate, but less
formal than the mail.
• You can find the date and time the recipient received the document you sent
them. Furthermore, it is possible to know exactly when they opened the
document.
• In the case of professional communication, avoid slang and emoticons and always
make sure to use proper language.
• Avoid abbreviations as much as possible, because they can make the
correspondence less easily understandable.
The Best Way
Fax:
• This means of communication is less formal, but it turns out much
convenient to carry different types of communications.
• To use it, you must have access to a fax machine and hold the fax
number of the recipient. If you want to ensure that the document is
read, one must check that the recipient regularly uses this means of
communication.
• The document must be preceded by a fax transmittal that indicates
the heading of the company or body of the sender, as well as:
• The recipient's name, fax number, and telephone
• The sender's name, fax number, and telephone
• The number of pages transmitted, including the schedule
• The date of shipment.
The Best Way
Display on the web:
• This matching method is useful to join a group
of people and not an individual.
• This type of communication is not formal, but
it can be useful for sharing information
documents of all kinds, advertisements,
forms, etc..
Your first assignments
• You will write various forms of formal correspondence.
Determine who the letter is for, as discussed earlier. You
will write a business memo, a formal reservation and a fax.
• You will find a business to “send” each of your different
correspondences to.
• You will need to include the plan of the letter, draft, and
final copy
• You will be marked on proper format, spelling and
grammar.
• In your plan, you will need to create a “map” of the
different parts of the letter. On the next few slides, let’s
take a closer look at that.
Map
Introduction
• Intro, ie “Dear Sirs”
• Recalls the past
"Following our chat on the phone ... "
Development
• Shows the status "We found a mistake ..."
• 1. Objective: The truth of the message "Can we ask you
to make necessary corrections ... "
• 2. Argument “This plan will not work for our
department because ..."
Map
The Finding
• Demonstrates your status
• "We thank you in advance ...“
Greeting
• "Please accept, Sir, Yours
• distinguished.
Let’s see some formal examples on the next few
pages.
Business Memo
Sample Memo to Business
To: Employees of Wally’s Widgets
From: Casey Smith, Manager of Greg’s Gadgets
Date: June 20, 2013
Subject: New location!
Dear Widgets Team,
Here at Greg’s Gadgets, we’re so excited to have you all on board and we embark on this new adventure. When Wally
first approached us about a potential merger, Greg and I couldn’t wait to get on board! We’ve long admired the
craftsmanship put into every one of Wally’s products, and we can’t wait to become one big Widget/Gadget family.
Since we’re going to outgrow our current locations, I wanted to give everyone over at Wally’s an update on our search
for an office big enough to hold our team:
We’ve found a beautiful new location and have signed a lease!
Our new building is located at 1624 Addison Ave. in beautiful downtown Stannisburg, very close to shops and
restaurants. The building is only one block from the train station and a half a mile away from a car-free bike path (great
news for those two-wheeled commuters among us!). I’ve attached photos to this email so you can check out your new
home away from home.
Debbie, our director of HR, will be emailing everyone with more information about how to get your ID badges and
parking passes. Our first day of work will be July 1, and there will be an all-staff meeting at 9 am sharp. I’m excited to
see everyone there!
Best,
Casey
1st November 2010
Formal Reservation
From: Mr John Brown
Event Organizer, Holcim Inc.
34 West Street
Ontario, Canada
To: Head of reservations
Riverview Hotel
Ontario, Canada
Subject: Advanced booking inquiry
Dear Sir/ madam,
I am writing you this letter to make a booking for your Function Hall B this coming December 12, 2010. The reservation will be for our
upcoming Anniversary which will be attended by 456 employees all in all. Please let us know if you have received this letter and inform us if
you can accommodate our request.
I hope that this letter will merit your most favorable response since we would like to have the event held in your place. I am looking forward
to spending our Anniversary in a place as beautiful and cozy as yours. Thank you very much.
Yours truly,
Mr John Brown
Fax
TO:
FROM:
[First Name][Last Name]
[First Name][Last Name]
COMPANY:
DATE:
[Company Name]
09/30/2007
FAX NUMBER:
PAGE TOTAL, INCLUDING COVER:
(555) 555-5555
[Appropriate #]
PHONE NUMBER:
SENDER'S REFERENCE NUMBER:
(555) 555-5554
[###]
RE:
YOUR REFERENCE NUMBER:
Company Memo
• You are the secretary for Robco in Las Vegas, Nevada, 9226 54th ave
• Your company has recently bought out their competitor, H+H
Enterprises. Their address is 5028 Fairfax Lane
• Send a formal friendly letter to the amalgamated employees of H+H
telling them the good news about the merger and how great it will
be. Everything will run smoothly with a few changes.
• Also let them know that bathroom breaks are no longer permitted
• Bathrooms have been sealed off
• All left-handed people will be fired
• Be on the lookout for any communist spies
• Mobile robot sentries have been deployed and you must wear your
ID badge at all times for them to spare your life
• Robco looks forward to your compliant partnership.
Fax Body
NOTES/COMMENTS:
(Content paragraph) The streetlights at the corners of Vine and
Elizabeth, Elizabeth and Baxter, and Baxter and Elm have been out for
more than a week. There are also a few other streetlights in the
middle of those blocks that are out as well.
(Additional content paragraph) As you know, a well-lit neighborhood is
a safe one. Please see that this problem is corrected within the next
few days.
(Additional content paragraph) Thank you for your time and
consideration.
(Optional) Sender Address Line
Formal Reservation
• You are to book a reservation for you and 40
members of the Icelandic handball team at
the Ryugyong Hotel in North Korea
• http://en.wikipedia.org/wiki/Ryugyong_Hotel
• From March 15th to the 19th for a handball
tournament
More Assignment Details
• For the Fax, you are a resident of Trout River
• You will need to formally request for the
removal of a rotten whale carcass from the
beach because you are worried about scaring
tourists away.
• http://www.cbc.ca/news/canada/newfoundla
nd-labrador/rotting-blue-whale-not-theattraction-trout-river-wants-1.2625950
Marking
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1 marks for the Map/Plan
1 mark for rough draft
1 mark for proper introduction
1 mark for proper body
1 mark for proper development
1 mark for conclusion/ greeting
Marks will be deducted for grammar and spelling
mistakes.
• Total of 6 marks for each correspondence
Macros! Yay!!!
• We will learn to do some more stuff with macros
in this unit
• Do you remember how to create one? If not, let
me help you!
• Go to File-> Options -> Customize Ribbon, select
the Development checkbox and press OK
• Go to the Developer tab and click “Record
Macro”
• Your first assignment is to create a macro that
recreates what is on the next slide. Give it a
hotkey.
Re-create this as a Macro! Show me that it works. Hit the record button and get at
It!!!!
Making Macros from Scratch
• Go open up Visual Basic
• Go to file Insert Module. This will help us save
it later
Give your Macro a name
• To actually write a macro, you'd type the word Sub in the module window.
(Why? It doesn't matter. It's just that way.) Next you'd type a space and
then the name of your macro. If you typed Sub MyMacro, for instance,
you'd create a new macro called MyMacro. Because the Visual Basic Editor
is so smart, it would automatically insert a line below your Sub line that
said End Sub — how convenient! You've got the beginning and the end,
now all you need is some code between them, in the handy new space.
Net Step
• Suppose you'd followed these steps and created a macro. Because
there's nothing between your Sub line and your End Sub line, your
new macro wouldn't actually do anything. You'd need to add code
to bring your macro alive. Here's an example. Say you wanted to
show a simple message. Between the Sub line and the End
Sub lines, you would type:
MsgBox “My First Macro”
Tips
• Save this and close it. See what happens when you
insert this macro into your document! You should see
the message you created.
• A great way to create your own code example is to
record a macro for the action first. On the Tools menu,
point to Macro and select Record New Macro. Once
you've recorded the macro, take a look at it in
the Visual Basic Editor to see how its code works. On
the Tools menu, point to Macro and then
select Macros to find the one you recorded. Select it
and click Edit to see the code.
Let’s Make a New One!
Follow
these
steps:
Open up Visual Basic again
•
• Create this:
• Run it and see what it does! It creates an address at the top
of the page. This one is called Macro 4. For you this is not
important, though
Let’s play with the size of the text
• Write this code:
Inserting a Picture
• Copy the code from below:
• Only you will have a different name than “Collin”.
I hope.
• What happens?
• If this does not work, find another picture in your
save space
Creating a Text Box
Did it work????
Making a Table
More on the next page!
You should have something like this
Your Assignment
• Create 4 different written macros in one formal
document.
• You will add formatted text
• You will add a graphic
• You will add an empty table with a title for each
category at the top
• Explore and create a different kind of macro that
we have not done previously.
• Two marks will be given for each successful
macro.