Unit 2

OVERVIEW

 Writing business letters is one of the most

important lessons in this Reference Guide.

 All student managers will write letters on

personalized letterhead designed especially
for their business.

 Using telephone and e-mail are an integral

part of business.
Business Forms

 Address labels and  Speech Evaluation

metered postage Forms

 Address labels and  While you were out

postage stamps slips

 Letter head stationary

2.1 Writing Business
Letters
 Helping Managers
 Nouveau Investment Company will prepare a form
letter each time a stock purchase is made

 Lee Community Center will prepare a newsletter

on July 20 that will be reproduced and sent to all
Pettisville businesses

 A special newsletter “mailer” is also provided that

includes the bulk mail permit number and a place
to list the mailing address
2.1 Writing Business Letters
Manager Tips
 The modified block letter
style is best for
handwritten letters.
 The block letter style is the
easiest format for
managers who are keying
their letters on electronic
letterhead stationary
Formatting techniques are
found on pages 96-97 in the
Student Reference Book
 Business letters should
include at least three
paragraphs
◦ Introduction
◦ Body
◦ Conclusion
 Make copies of your
documents for two
reasons:
◦ Businesses keep records of all
completed documents
◦ You will need to have a work
sampling for your final audit.
2.1 Writing Business
Letters
 Parts of a Letter
 Date
 Letter Address
 Salutation
 Ladies and Gentleman
 Body
 Complimentary Close
 Only the first letter of the first word is capitalized
 Signature
 Enclosure Notation
 If you are sending a check or other business paper with
the letter
2.2 Using Telephone and E-mail

 Manager Tips
 The person answering the telephone for a
business is the ambassador for that company and
plays a significant role in the success or failure of
the business.

 Viruses cannot be transmitted through the text of

an e-mail. They are introduced when programs or
attached files are downloaded. It is important to
scan for viruses.
2.2 Using Telephone and E-mail

 United Communications will record all sales and

service orders on a work order sheet.

 The manager must call on businesses that order

mobile phone and DSL lines to make the
installations, but there is no installation record
for orders for cell phones.

 United Communications will send telephone bills

on July 18 and July 19 to all Pettisville businesses.
2.2 Using Telephone and Email

Business Ethics

Many businesses monitor the sites

accessed by their employees and the
contents of their e-mails. It is a common
occurrence today to see employees
dismissed from their jobs because of
improper use of the internet.
2.2 Using Telephone and E-mail
Career Paths
 Communication skills ◦ Receptionist
are essential for ◦ Reporter
success in the following ◦ Secretary
careers: ◦ Telemarketer
◦ Telephone Operator
◦ Word Processor
◦ Administrative Assistant
◦ Editor
◦ Journalist
◦ Public Relations
Specialist
2.2 Using Telephone and
Email
 When answering the
telephone, be prompt
and clear the line as
quickly as possible.

 Identify yourself
immediately.

 Speak distinctly,
pleasantly,
enthusiastically, and
naturally.
2.2 Using Telephone and
Email
 Be prepared when
placing a call.
 Gather all of the
information you need

 When taking a telephone

message:
 Time & Date
 Name of caller
 Telephone number of
caller
 Message
 Your initials
2.2 Using Telephone and
Email
 Email software contains
the following parts:

 Inbox
 Outbox
 Address Book
 Heading
 Attachments
 Body
 Signature Footer
2.2 Using Telephone and
Email
 Email is relaxed
 It can promote poor
writing habits as well as
lack of courtesy
 Ex. Think of the language
you use in email and text

 Email is not private

 Others can access your
email, including your
employer
2.3 Speaking in Public

 Manager Tips

 Suggested length for a speech is three to five

minutes.
2.3 Speaking in Public

 Define the purpose of your speech

 Plan the outline for your speech
 Have a novel introduction
 Practice your speech
 Dress appropriately
 Also watch body language, posture, hand
gestures, facial expressions, and eye contact
 Summarize the main points
2.3 Speaking in Public

 An effective speaker is able to define the

purpose of the speech, entertain the
audience, inspire, and persuade.

 You must consider the interests and needs of

the listeners.