Communicating

using business
correspondance
Presented by: Hajar fikri
Najat draj
Chaimaa fadoul
Hajar hadri
Asmae taybi
 plane
definition of communication using business
correspondance

the role of business correspondance

The types of business correspondence

 Definition

BUSINESS CO RRESPON DENCE MEANS THE EXCH ANGE OF

IN FORMATION IN A WRITTEN FO RMAT FOR THE PROCESS OF
BUSINESS ACTIVITIES. BUSINESS CORRESPOND EN CE CAN
TAK E PLACE BETWEEN O RGANIZATION S, WITH IN
ORGA NIZATIONS O R BETWEEN THE CUSTO MERS AND THE
ORGA NIZATION. THE CORRESPO NDENCE REFERS TO THE
WRITTEN CO MMUN ICATION BETWEEN PERSO NS.
The role of business
correspondance
T H E I M P O RTA N C E O F B U S I N E S S C O R R E S P O N D E N C E L I E S I N T H E
FA C T T H AT I T I S T H E F O R M A L WAY O F E X C H A N G I N G
I N F O R M AT I O N B Y W H I C H P R O F E S S I O N A L R E L AT I O N S H I P S A R E
M A I N TA I N E D B E T W E E N O R G A N I Z AT I O N S , E M P L O Y E E S , A N D
C L I E N T S . S I N C E I T I S I N A W R I T T E N F O R M , I T C A N S E RV E A S A
F U T U R E R E F E R E N C E F O R T H E I N F O R M AT I O N B E I N G
C O M M U N I C AT E D .
 E-mail

Faxes
The types of
business
correspondance
Memo

Minutes
 E-mail
What is Email?
E M A I L , I . E . , E L E C T R O N I C M A I L , I S A FA S T M E T H O D
OF EXCHANGING MESSAGES BETWEEN THE
SENDER’S AND RECEIVER’S SYSTEMS USING THE
I N T E R N E T. Y O U C A N E V E N S E N D N O N - T E X T F I L E S
LIKE IMAGES, VIDEOS, AND AUDIO FILES AS
AT TA C H M E N T S .
Components of an Email
SENDER: THE RECIPIENT: THE
PERSON OR ENTITY INDIVIDUAL OR
WHO INITIATES AND GROUP TO WHOM
SENDS THE EMAIL. THE EMAIL IS
THEY COMPOSE THE ADDRESSED.
MESSAGE AND RECIPIENTS
SPECIFY THE RECEIVE AND READ
RECIPIENT'S THE EMAIL.
ADDRESS.
SUBJECT: A BRIEF, SALUTATION: A GREETINGS:
DESCRIPTIVE TITLE SALUTATION ADDRESSES GREETINGS ARE
THAT SUMMARIZES THE THE RECIPIENT WITH AN FRIENDLY MESSAGES
CONTENT OF THE OPENING GREETING USUALLY WRITTEN
EMAIL, HELPING DEPENDING ON THE AFTER THE
RECIPIENTS ELECTRONIC MAIL TYPE. SALUTATION. IT CAN
UNDERSTAND ITS IT CAN BE FORMAL OR EXPRESS GRATITUDE,
PURPOSE. INFORMAL, ACCORDING SHOW APPRECIATION,
TO THE RELATIONSHIP OR WISH THE
BETWEEN THE PARTIES. RECIPIENT WELL.

MESSAGE BODY: THE SIGNATURE: THE

MAIN CONTENT OF SIGNATURE IS A TEXT
THE EMAIL, WHERE BLOCK AT THE END OF AN
EMAIL. IT TYPICALLY
THE SENDER CONVEYS
INCLUDES THE SENDER’S
THEIR INFORMATION,
NAME, JOB TITLE, CONTACT
THOUGHTS, OR INFORMATION, AND OTHER
REQUESTS. THIS CAN RELEVANT DETAILS. SOME
INCLUDE TEXT, USERS PREFER DIGITAL
IMAGES, AND SIGNATURES, WHICH
ATTACHMENTS. MAKES IT EASY AND
RELIABLE.
POSTSCRIPT: THE
POSTSCRIPT (P.S.) IS A BRIEF
MESSAGE USUALLY ADDED
AFTER THE SIGNATURE. IT
CAN EMPHASIZE AN
IMPORTANT POINT OR ADD
A PERSONAL TOUCH TO THE
ELECTRONIC MAIL. IT ALSO
INCLUDES ANY TEXT THE
READER FORGOT TO
MENTION IN THE EMAIL’S
MAIN CONTENT.
ATTACHMENTS:
ATTACHMENTS ARE FILES
ATTACHED TO ELECTRONIC
MAIL. THESE CAN INCLUDE
DOCUMENTS, IMAGES,
VIDEOS, OR ANY OTHER
TYPE OF FILE THAT THE
SENDER WANTS TO SHARE
WITH THE RECIPIENT.
 Fax
What is fax
A FA X I S A S Y S T E M U S E D T O T R A N S M I T P R I N T E D
D O C U M E N T S O R I M A G E S F R O M O N E L O C AT I O N T O A N O T H E R
THROUGH A TELEPHONE NETWORK OR ELECTRONIC
C O N N E C T I O N . T H E FA X M A C H I N E C O N V E RT S T H E PA P E R
DOCUMENT INTO ELECTRONIC SIGNALS, WHICH ARE THEN
S E N T V I A A C O M M U N I C AT I O N M E D I U M T O A N O T H E R
L O C AT I O N W H E R E T H E Y A R E R E C O N V E RT E D I N T O A
P R I N T E D PA P E R D O C U M E N T. FA X I S U S E D F O R T H E Q U I C K
AND SECURE TRANSFER OF DOCUMENTS, MAKING IT
U S E F U L I N VA R I O U S B U S I N E S S A N D P R O F E S S I O N A L
CONTEXTS.
 Types of Fax Machines

Standalone Fax Multifunction Printers Computer-Based Fax

Machines Dedicated (MFPs) with Fax : Software :Software
devices for faxing, Modern printers that applications allowing
combine fax functionality faxing directly from a
commonly found in
with scanning, printing, computer.
offices. and copying capabilities.
 Benefits of Using Fax

Document Security: Physical Signatures: Speed : Fax Wide

Faxes offer a secure Fax allows the transmissions are fast,
Compatibility :Fax
even over long
way to transmit inclusion of physical technology is widely
distances, making
documents with unique signatures on legal them ideal for time- used across various
access codes. documents. sensitive information. industries and
organizations.
 Memo
What is memo ?
A PROFESSIONAL NOTE SHOULD INCLUDE
C E RTA I N K E Y I N F O R M AT I O N S U C H A S T H E
D AT E , R E C I P I E N T, S U B J E C T, B O D Y O F T E X T
A N D P O S S I B LY AT TA C H M E N T S . I T M U S T B E
W R I T T E N P R O F E S S I O N A L LY, U S I N G C L E A R ,
PRECISE AND FORMAL LANGUAGE.
 Tips for Crafting Professional Memo
DEFINE THE PURPOSE OF STRUCTURE YOUR NOTE: USE CLEAR AND CONCISE
THE NOTE: BEFORE YOU DIVIDE YOUR NOTE INTO LANGUAGE: AVOID
START WRITING, CLEARLY SEVERAL DISTINCT PARTS, TECHNICAL TERMS OR
DETERMINE THE PURPOSE FOR EXAMPLE AN JARGON THAT MAY NOT BE
OF YOUR NOTE. WHAT INTRODUCTION, MAIN UNDERSTOOD BY ALL
INFORMATION DO YOU INFORMATION, RECIPIENTS. USE SHORT
WANT TO TRANSMIT? WHAT RECOMMENDATIONS AND A SENTENCES AND CLEAR
ACTION DO YOU WANT THE CONCLUSION. THIS WILL PARAGRAPHS TO MAKE IT
RECIPIENT TO TAKE? MAKE IT EASIER FOR THE EASIER TO READ.
RECIPIENT TO READ AND
UNDERSTAND.
BE PROFESSIONAL AND PROOFREAD AND EDIT
FORMAL: USE A YOUR NOTE: BEFORE
PROFESSIONAL TONE AND SENDING YOUR NOTE, BE
FORMAL APPROACH IN SURE TO PROOFREAD IT
YOUR WRITING. AVOID CAREFULLY TO CORRECT
FAMILIARITIES AND ANY TYPOS, GRAMMATICAL
GRAMMATICAL ERRORS. ERRORS, OR
INCONSISTENCIES.
 the types of memo

THE INFORMATION NOTE: THE MEMO: IS AN INTERNAL

TRANSMITS TO ONE OR WRITING IN AN
MORE PEOPLE ORGANIZATION WHICH IS
INFORMATION RELATING TO USED TO TRANSMIT
THE LIFE OF THE COMPANY INSTRUCTIONS, ORDERS
OR A SERVICE AND INSTRUCTIONS
 Minutes
What is Minutes
M E E T I N G M I N U T E S A R E N O T E S T H AT A R E R E C O R D E D
DURING A MEETING. THEY HIGHLIGHT THE KEY
I S S U E S T H AT A R E D I S C U S S E D , M O T I O N S P R O P O S E D
O R V O T E D O N , A N D A C T I V I T I E S T O B E U N D E RTA K E N .
T H E M I N U T E S O F A M E E T I N G A R E U S U A L LY TA K E N
B Y A D E S I G N AT E D M E M B E R O F T H E G R O U P. T H E I R
TA S K I S T O P R O V I D E A N A C C U R AT E R E C O R D O F
W H AT T R A N S P I R E D D U R I N G T H E M E E T I N G .
 Memory aid
Objectives
Keeps track of debates and
decisions made
 Date
Absentees

Time
8 basic elements of meeting Topics
minutes discussed
These are the essential items to
include in your meeting minutes: Location
Voting
outcomes

Participants Next
meeting date and
place
In conclusion, effective
communication through
business correspondence is
paramount for fostering
positive relationships,
ensuring clarity, and
achieving organizational
success