Electronic Correspondence

( Fax and email)

Business letter

1.Letterhead or Heading 2.Date 3.Reference (optional) 4.Confidential (optional) 5.Inside Address 6.Attention Line (optional) 7.Salutation (optional) 8.Subject Line (optional) 9.Body of the Letter 10.Complimentary Close (optional) 11.Signature 12.Added Information (optional) 13. Enclosure (optional) 14.Mailing Instructions (optional)

The Seven Csof Style

1.Conversational 2.Clarity 3.Concise 4.Complete 5.Concrete 6.Constructive 7.Correct

The 5 Csof Style

1.Clarity 2.Concise 3.Complete 4.Courteous 5.Correct

 Advantages: instant reception of

documents and documentary evidence of what has been transferred Formal and informal

Fax
Fax - facsimile an exact copy or
reproduction Faxing is a mean of telecommunication that has developed very quickly over the past few year. Charges are measured in telephone units and therefore vary according to the time of day and where the fax is being sent.

Formal
Message for:D. Causio Address: Fax number: Dear Mr. Causio From: Date:

Dear Mr. Causio I read on your web site that you offer Music CD copying for large quantities of CDs. I'd like to inquire about the procedures involved in these services. Are the files transferred online, or are the titles sent by CD to you by standard mail? How long does it usually take to produce approximately 500 copies? Are there any discounts on such a large quantity? Thank you for taking the time to answer my questions. I look forward to your response. Yours sincerely Jack Finley Sales Manager, Young Talent Inc. (709) 567 - 3498

Informal
From: To: Hi Tom, Listen, we've been working on the Smith account and I was wondering if you could give me a hand? I need some inside information on recent developments over there. Do you think you could pass on any information you might have? Thanks Peter

Email
Email is a relatively new form of written
communication in the business world. The use of e-mail meets the needs of the fast pace of business and society.

 There are advantages and disadvantages to its use.

Speed and convenience are the primary advantages, while lack of privacy and security are its disadvantages. There are those in the business world who frown on the use of e-mail because of its informality. The number of errant e-mails and junk mail that have caused embarrassing situations for employees can attest to the opinions that it is an inappropriate form of correspondence. Therefore, use e-mail cautiously and courteously.

Step-by-Step Guide
Step 1: Most e-mail servers have boxes
that look similar to memo format. Complete the To:, From:, and Subject: boxes first. The servers software records the date and time the message was sent.

 Step 2: Make a plan, then be brief and tell it like it is.

Alot of e-mails that are sent off-the-cuff are followed by second and even third messages, trying to correct or update the information sent in the first. Take time to plan the message, and then be sure to carefully review it before hitting the send button! This is one form of communication where the recipient expects you to get right to the point. Make your request or share your purpose in the first sentence.

 Step 3: Keep it plain and simple. The message format that

one person sends can often get scrambled in transmission, creating annoying effects for the recipient. Keep the format and the text simple to reduce the occurrence of garbled messages.

Step 4: Sign off. Because e-mails come with a From: box,

the recipient will know who has composed the message. You may or may not want to add a complimentary close and your name. Consider the recipient, the context of the message and whether this courtesy is applicable. Several options exist, including Regards, Thanks, or simply your initials.

Important Points to Remember

Email is much less formal than a written letter. Emails are usually
short and concise. If you are writing to someone you don't know, a simple "Hello" is adequate. Using a salutation such as "Dear Mr Smith," is too formal. When writing to someone you know well, feel free to write as if you are speaking to the person. Use abbreviated verb forms (He's, We're, He'd, etc.) Include a telephone number to the signature of the email. This will give the recipient the chance to telephone if necessary. It is not necessary to include your email address as the recipient can just reply to the email. When replying eliminate all the information that is not necessary. Only leave the sections of text that are related to your reply. This will save your reader time when reading your email.

E-Mail Pros and Cons

Pros Cons

Fast and easy delivery for official

business Tone can be very personal Can reach many readers at one time Users can print a clear hard copy Reader can save message in a file Easy for reader to reply Inexpensive Can be forwarded to another reader Eliminates unnecessary paper Allows off-site workers to collaborate on projects easily

Questionable appropriateness Format often lost in recipients copy Not completely secure and confidential No real original hard copy with signature Message must be very short Recipient must have a PC and e-mail software Can be forwarded accidentally

Translate into English:

Thanh ton bng ng la M trn c s hi phiu tr tin sau 30 ngy, chp nhn i chng t. Giao hng trc thng 6 l iu kin bt buc ca n t hng ny, nu hng giao sau thi im ny ngi mua c quyn t chi nhn hng. Mi n v hng ha phi c gi ring bng giy dy, chn lt bng rm v c ng trong thng g c k hiu hng d v. Chng ti gi km th ny mt b su tp y nht ca chng ti cc ngi tham kho. Hng may mc bng cht liu polycotton thng bn v d l nn c nhiu khch hng a chung. Chng ti m bo giao hng trong vng 4 tun k t ngy nhn c n hng chnh thc ca cc ngi. Chng ti s rt vui mng nu nhn c n hng ca cc ngi trong vng 10 ngy ti v sn sang chit khu 20% cho khch mua thng xuyn nh cc ngi nu s lng t mua t 10 000 n v hng ha tr ln.

 Thanh ton bng ng la M trn

c s hi phiu tr tin sau 30 ngy, chp nhn i chng t. Payment is to be made in US dollar on a document against acceptance basis with payment by 30-day bill of exchange

 Giao hng trc thng 6 l iu kin

bt buc ca n t hng ny, nu hng giao sau thi im ny ngi mua c quyn t chi nhn hng.

Delivery before June is a firm condition

of this order, and the Buyer reserves the right to refuse goods delivered after that time

 Mi n v hng ha phi c gi

ring bng giy dy, chn lt bng rm v c ng trong thng g c k hiu hng d v. Each unit is to be individually wrapped in thick paper, packed in straw, and shipped in wooden crates marked fragile

 Chng ti gi km th ny mt b su tp

Poly-cotton garment is strong and needs little

ironing

y nht ca chng ti cc ngi tham kho. Please find enclosed our fullest collection for your reference. Hng may mc bng cht liu polycotton thng bn v d l nn c nhiu khch hng a chung.

 Chng ti m bo giao hng trong vng 4 tun k

t ngy nhn c n hng chnh thc ca cc ngi. We guarantee delivery within four weeks upon the receipt of your official order. Chng ti s rt vui mng nu nhn c n hng ca cc ngi trong vng 10 ngy ti v sn sang chit khu 20% cho khch mua thng xuyn nh cc ngi nu s lng t mua t 10 000 n v hng ha tr ln. We are happy if we receiveyour order within the next ten days and are willing to give a discount of 20% for regular customer like you for order over 10000 units.