Essentials of Business Communication Study Set 5
Quiz 6 :
Positive and Neutral Messages
The revised memo with corrections incorporated is given below. May 25, 200x Ms. Breanna Lee Manager White-Rather Enterprises 1349 Century Boulevard Wichita Falls, TX 76308 Dear Ms. Lee: Subject: Your May 20 letter inquiring about WorkZone Software Yes, we do offer personal record keeping software especially designed for small businesses like yours. Here are answers to your questions about this software: 1) Our Work Zone Software provides standard employee forms, so that you are always in compliance with the current government regulations. 2) You will receive an interviewer's guide for the structured employee interviews. Also, you will receive a scripted format for checking references over telephone. 3) Yes, you can easily update the records of your employees without any additional need for software, hardware, or training. Our Work Zone Software has been especially designed for providing customers with expert forms for interview, verifying references, recording attendance, evaluating performance, and tracking employee status. We will also provide you with step-by-step instructions and suggested procedures. You can treat your employees as if you had a professional human resource specialist on your staff. The enclosed pamphlet further explains in detail about WorkZone Software. See page 6 for more details about the same. Please call 1-800-354-5500 if you have any further questions or to receive your preview copy. Our specialists are looking forward to speaking with you during weekdays from 8 to 5 PST. If you prefer, please visit our website, www.workzone.com for more information or placing an order. Sincerely, Jacob Scott Senior Marketing Representative Enclosure
1. We do not, as a rule, allow employees to take time off for dental appointments. 2. You may be sure, Mr. S, that your car will be ready by 4 p.m. 3. Anyone who is reliable, conscientious, and honest should be very careful. 4. A conference on sales motivation is scheduled for May 5 at the Anaheim Marriot Hotel beginning at 2 p.m. 5. As a matter of fact, I just called your office this morning. 6. We are relocating our distribution center from Memphis, Tennessee, to Des Moines, Iowa. 7. In the meantime, please continue to send your orders to the regional office. 8. The last meeting recorded in the minutes was on February 4, 2008, in Chicago. 9. Mr. L, Mrs. A, and Ms. H are our new representatives. 10. The package mailed to Ms. L H, 3430 Larkspur Lane, San Diego, CA 92110, arrived three weeks after it was mailed. 11. The manager feels, needless to say, that the support of all employees is critical. 12. E was assigned three jobs: checking supplies, replacing inventories, and distributing delivered goods. 13. We will work diligently to retain your business, Mr. B. 14. The vice president feels, however, that all sales representatives need training. 15. The name selected for a product should be right for that product and should emphasize its major attributes.
In business, letters are considered as a primary and essential channel for communication outside a particular organization. A business letter is required for keeping a permanent record especially in those cases where confidentiality is essential. A proper and complete business letter should clearly indicate the purpose of writing that letter keeping in mind the anticipation of reader. Second, it should cover the essential points necessary to be mentioned in the outline of letter. Third, it should be revised and proofread for correctness. In the end, the writer should make it clear whether the letter is fulfilling the purpose of writing or not. If the headline of professional magazine indicates "is letter writing dead ", it certainly suggests that a business letter has not followed a proper format and the goal of writing a letter is not explained explicitly.