business letter and memo writing presentation

Submitted By:Ms. Samarika SinghMr. Only ShivamMr. Gurpreet SinghMr. Himanshu DhingraMr. Yatharth Pahwa

MITRAN DI BUILDING MATERIAL COMPANY (P) LTD.14 GOLF LINKS, NEW DELHI-110007

16 March 2015

Mr M.K. GuptaManaging Director,Modern Marvel Pvt. Ltd14 Travis StreetSingapore 899014

Dear Mr M.K. Gupta:

Rate List of Building Materials

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.


xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

Yours sincerely

Hardkaur

Ms Hard Kaur,

Manager

Enc. (2)

(1) Letterhead

(2) Date

(3) Inside Address – include reader's

name and designation

(4) Salutation

(5) Subject line

(6) Complimentary close

(7) Signature block

(8) Enclosure (optional) 5

Sender’s Address

6


16 March 2015


Dear Mr M.K. Gupta:








Yours sincerely

Hardkaur

Ms Hard Kaur,

Manager

Enc. (2)

Sender’s Address

• The Heading—consists of the nameof the firm or the individual and theaddress. These are the essentials fora printed letterhead, although theremay be additional printed data.

•The Date Line—consists of the

month, the day of the month, and the year.

7

The Inside Address– Receiver’s complete name, title,

company and address (Letter

Address)

– Consists of the name and

address of the person or the

firm to whom the letter is written

and should correspond in

essentials to the envelope

address.


16 March 2015


Dear Mr M.K. Gupta:








Yours sincerely

Hardkaur

Ms Hard Kaur,

Manager

Enc. (2)

The Inside Address

8


16 March 2015


Dear Mr. M.K. Gupta:








Yours sincerely

Hardkaur

Ms Hard Kaur,

Manager

Enc. (2)

Salutation

–Begin with Dear:–Use Mr. or Ms. before the receiver’s name.–Use Dear or Attention followed by an appropriate title, such as Customer Service Department or Sales Manager.–Use Dear Sir or Madam or Ladies and Gentlemen. Include BOTH genders for a general audience.

9

The Subject Line—enables the reader to know at a glance what the letter is about. It may be placed in various positions (sometimes above the inside address).


16 March 2015










Yours sincerely

Hardkaur

Ms Hard Kaur,

Manager

Enc. (2)

The Subject Line

10


16 March 2015










Yours sincerely

Hardkaur

Ms Hard Kaur,

Manager

Enc. (2)

Body

In the first paragraph, consider a friendly opening and then a statement of the main point.

The next paragraph should begin justifying the importance of the main point.

The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

11


16 March 2015










Yours sincerely

Hardkaur

Ms Hard Kaur,

Manager

Enc. (2)

Closing

The closing begins at the same horizontal point as your date and one line after the last body paragraph.

Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature.

A comma should follow the closing.

12


16 March 2015










Yours sincerely

Hardkaur

Ms Hard Kaur,

Manager

Enc. (2) Enclosures

If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing.

As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to ensure that the recipient is aware of each document, it may be a good idea to list the names.

Cheers…Submitted By:Ms. Samarika SinghMr. Only ShivamMr. Gurpreet SinghMr. Himanshu DhingraMr. Yatharth Pahwa

WRITING A SIMPLE MEMO

The word “memo” is short for memorandum.

A memo is: a short written communication that is often used in the workplace to provide information or ask for some form of action to take place.

• Recipient: internal

• Form: print / electronic

• Tone: less formal than letters

Memos

17

Why learn about writing memos?• Important form of corporate communication.

• Clear and concise communication of complex subjects.

19

Memos can be written for a number of reasons :

Inform staff about decisions/actions/events.

Request information / action /events.

Remind staff of action needed/procedures/changes in policy.

Provide information on work related topics.

WRITING A SIMPLE

MEMO

General template of Memo

MEMO

TO: _____________________________________________

FROM: __________________________________________

SUBJECT: _______________________________________

DATE: __________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

_________________________________________________________

PART 1To: Mrs. Alisha, Supervisor

From:

Sub:

Date:

The "to" line is usually indicated as the word "To" followed by a colon and the name of the individuals or groups receiving the memo. Some examples are:•To: All Staff•To: All Faculty Members

PART 2To:

From: Harry Singh, Manager DM

Sub:

Date:

The "From" line indicates who is writing anddistributing the memo. Your name and titleshould be included. The From line may indicate an individual or a group within the company.•From: Gurvinder Singh, GM, AIBS•From: Human Resource•From: Administration

PART 3To:

From:

Sub: Retirement Party

Date:

"Re“ stands for "In Reference To" and may be

used interchangeably with the word "Subject." This line comes

immediately under the From line and indicates what the memo

is about.

•Re: Faculty Meeting

•Subject: Faculty Meeting

PART 4To:

From:

Sub:

Date: March 16, 2015

•Date: Month day, Year

•Date: March 16, 2015

PART 5To: Mrs. Alisha, Supervisor

From: Harry Singh, Manager DM

Sub: Retirement Party

Date: March 16, 2015

After these important points of information,

a standard memo leaves several lines blank,

followed by the body of the memo. The body

of the memo should contain short, concise

text formatted for quick and easy reading.

Subject= Focus + Topic

MEMORANDUM

TO: Vikram Gupta, HR Senior ExecutiveFROM: Abhijeet Singh, Sales ManagerSUBJECT: Purchasing ProceduresDATE: 10 March 2015

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxx.

Xxxxxxxxxxxxxxxxxxx. xxxxxxxxxxxxxxx.

1. xxxxxxxxxxxxx

2. xxxxxxxxxxxxx

3. xxxxxxxxxxxxx

YHS

cc: Hard kaur, HR Manager

(1) To line

(2) From line

(3) Subject line

(4) Date line

Note: No salutation or inside

address

(5) Signed initials – no

complimentary close

(6) Carbon copy (optional)27

Date: March 16th, 2015

To: Delhi Art Board Division Faculty

From: Maintenance Dept.

Re: New Bookshelves

_________________

As many of you know, the current office bookshelves do not

accommodate text books of a standard height. To correct this

problem, all faculty offices will be furnished with new shelves

on March 23rd, 2007 between 9:00am and 4:00pm.

We apologize for any noise or disruption this installation will

cause. Faculty may schedule office hours in alternate locations

as needed.

Call Manoj Gupta at ext. 3397 if you have questions.

Thank you for your compliance.

Sample Memo

Heading

Opening

Summary

Discussion

Conclusion

Reminders:

Be specific and precise

Start by stating exactly what it is you want

Keep memos short (under one page)

Use a business-like tone

Use bulleted lists when needed if it helps make the information

you’re presenting clearer

Stick to the correct format

Cheers…Submitted By:Ms. Samarika SinghMr. Only ShivamMr. Gurpreet SinghMr. Himanshu DhingraMr. Yatharth Pahwa

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