Written Messages-I: Memos, Informal Notes, Notices, Ltters, Emails Unit 4 BBS First Year Business English
Link for Video: https://www.youtube.com/watch?v=rfZ6aTp5XuA
Unit Four
Let’s get an overview of the various types of business messages in terms of medium – Written, Oral, Visual, Electronic, and Nonverbal.
Written Messages
Written messages are mainly used for formal purposes, when conveying ideas is complex, when we need to present facts, when we are not seeking immediate feedback from the intended audience, and, finally, when we want to preserve the message for future use. The following written messages are commonly used in business communication:
Note: Written messages are uploaded in two parts.
Memos
It is a formal, typed paper note sent to a co-worker or a colleague within the same organisation. A memo is usually very short and simple, but it is not suitable for sending long, complex and confidential information. In many organisations, employees are increasingly adopting email to send or receive memos.
Example:
MEMO
TO: All staff
FROM: Ravi Chitrakar, General Manager
DATE: 9 September 2019
SUBJECT: Participation in an upcoming book fair
Our company will be participating in the Nepal Education & Book Fair 2019 from June 1 to 8 at Bhrikuti Mandap, Exhibition Hall, Kathmandu.
We will set up our stall in the early morning of June 1, and we will be involved in this big event in a big way this year.
Except for some staff in the sales department, everyone has been assigned specific tasks at the Fair. They should report directly to our stall at Bhrikuti Mandap during the period of the Fair.
Please review the attachment for your role in the Fair.
CC: Staff members
ATTACHMENT: Book Fair tasks for individual staff
Informal Notes
Informal notes are a very quick way of sending an important piece of information to a colleague at the workplace. Informal notes can be left in a place easily seen by the recipient. However, informal notes may not be confidential and always reach the intended audience. Handwritten may be illegible, so extra care has to be taken for overexpression and handwriting.
Notices
A notice is a type of writing that informs a large number of people about something. It may also announce events and issues, or new developments in the organisation. It is a clear and direct form of communication usually placed in a prominent position within the workplace, such as a notice board. Notice can save time from sending separate copies to many individuals, but it is important to make sure that people are reading the sent notices.
Example:
Humla Syau Distributor Pvt. Ltd.
Kathmandu, Nepal
NOTICE
1 July 2019
10th Anniversary Publication
To mark the 10th anniversary of the establishment of Humla Syau Distributor Pvt. Ltd., we are publishing a special souvenir. Individuals, experts and organisations interested in the pomology of Humla are invited to submit their articles, stories, reminiscences, essays, etc. Please contact the undersigned to submit your write-ups by 1 September 2019. In your submission, please include your name, designation, affiliation, and contact number along with a passport-size photograph. Your contributions should be original. The selection committee reserves the right to select or reject any submission.
Dirgha Khadgi (Phone: 027-4X2XX33)
Communications Director
HSD Pvt. Ltd.
Letters
Letters are a formal means of communication used to communicate with people within an organisation, but sometimes people outside an organisation. Internal letters that are well-structured may involve confidential or disciplinary issues. Letters can convey several ideas clearly in writing, whereas the sender can keep a copy. Letters can be cheaper to produce compared to telephone and personal meetings. However, the letter requires a series of follow-up letters, and it may reach its destination very late.
Emails
Emails are a free, fast, secure and confidential way of sending messages. They allow feedback quicker than letters, which can be used for formal as well as informal purposes. Attached documents and photos can be sent using email. However, emails can be simply ignored, or they may just be deleted as spam mail.
Example:
|
Sub: confirmation of the viva date of Thesis Writing |
|
Dear Sir, It would be a great pleasure for me if you could confirm the final date of our viva conducted for the students in the Fourth Year who are in the process of carrying out the research work. We have almost completed our work and also submitted it to our guide and supervisor for verification. If we know the viva date for us, we would prepare for it. Hence, I hope you will consider our queries and soon respond to them. Thank You Fourth Year Roll: 34654725-021 |
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