Please enable JavaScript.
Coggle requires JavaScript to display documents.
BUSINESS MEETING, MEMO ( INTENAL COMMUNICATION ), BUSINESS LETTERS (…
BUSINESS MEETING
7.Terms used in business meting (ADJOURN)
Minute taker - secretery
Move ( verb )
Call the meeting to order - Chairperson
On the table - available as an offer and being considered
Second ( verb )
Quorum - minimum number of member 4-7
Chair ( verb )
Ballot - vote secretly
Advantages of meetings
Immediate feedback can be obtained
Diverse ideas can be produced
Issues can be decided upon immediately
Types of meetings
Annual General Meeting ( AGM )
Extraordinary General Meeting ( EGM )
Decision-Making Meeting
Useful phrase and expressions
Getting started
Taking minutes
Information on absence
Language skills
Use simple past tense
2.Often the passive voice is used in minutes of meeting
Definition
Gathering of two or more people with a common interest to exchange ideas for a specific purpose .
Conduct meetings
i.Meetings procedures & documents
a) Before meeting ( i. preparation, ii) meeting notice )
b) During ( i. procedures ( meeting flow ), ii.) meeting agenda )
c) After ( documents to be prepared - minutes of meeting )
MEMO ( INTENAL COMMUNICATION )
Definition
Memos are form of internal communication and are sent to other people within the same organization
The use of memo
Schedule meetings
Record activities
Announce new company policies
Parts of memo
i. Headings
Major headings
1) Name of Organisation where the sender of the memo
2) The heading MEMORANDUM
Minor headings
1) TO: Name oand if neccessary the title of the recipient
2) FROM: Name and title of the person who writes the memo
3) CC: Someone of a higher ranking
4) DATE: The date, month and year
5) SUBJECT: A summary of the content of the memo
ii. Body paragraph
Contains information/message that sender wants to convey ( BODY )
iii. Closing
Write request for action
With a summary
With a closing remark
Tips for writing memos
Make a plan first-group points together into logical sequence.
Ensure the mesages is as clear as posssible .
Seperate the message in points-grouping related points together in paragraphs
Language used in memo
i. It should be clear, consice and courteous.
ii. Reader-oriented
iii. Maintain personal, pleasent tone .
iv. Frequently ise pronoun "you" and minimise.
BUSINESS LETTERS ( EXTERNAL COMMUNICATION )
1.Definition
A business letter is a professional, format letter that is sent by one company to another company
Types or categories of business letter
i. Enquiry
(To request information or prices)
ii. Reply ( To respond to an enquiry )
iii. Complaint ( To criticize poor services or good )
iv. Adjustment ( to respond to the complaint and hopefully make amend )
Parts of letter ( FORMAT )
Sender's adress
Dates
Recipent's adress
Salutation
Heading
Opening ( body paragraph )
Detsils/focus ( body paragraph )
Action's ( body paragraph )
Cloing
Complimentary close
Tips on language use ( LETTER )
Request vs command
Connectors
Contractions