INF2090 Correspondence

1. INF2090 Correspondence

2. What is this course? You will learn how to: • Prepare various forms of correspondence (letters, emails, faxes, etc. ) in a formal setting • Identify formal writing etiquette • Find life roles associated with this assignment

3. Writing correspondence- determine the title of who you are writing to • Who are you writing to? • Do they have a special Civililty Title such as Dr.? • It is important to know the first name, and, if necessary, the position of the person who is being addressed. If we are unable to know, their first and last name should be used with Sir or Ms. in the salutation and greeting and name of the service you address in the destination address (eg human resources, service customers, etc..).  • However, if the recipient has a title or exercises a public office, you can indicate in the address, the name of the recipient and in the salutation and greeting. It should be listed as follows (ex: Sir, Mr. Minister, Mrs. Dr., Sir). When in doubt, simply enter Sir, Madam, in the invitation and greeting.

4. Example Ms. Emily Smith Director of Sales Toyota Calgary Inc. James RONDEAU General manager

5. The Intent • What is the purpose of your letter? • What type of letter? • What type of message? (Thank-you letter, memo, requesting information) • Preparing a plan before you write your letter is recommended

6. Parts of a Letter • In the body of a letter there is usually: • Greeting • Introduction (purpose) • Development • The conclusion

7. The Best Way Determine the best way to send correspondence; eg mail, email, faxing or posting on the Web. It is important to determine the way we use to send correspondence. Given the information we have on the recipient, we can determine how to use the best preferred method to correspond with them. By mail: • This means of communication is formal and it is appropriate for the delivery of a important correspondence. However, it takes more time for communication to make the recipient. To ensure that the communication will get there,verify that the recipient address is properly registered on the envelope. By email: • This means of communication, which is widely used today is immediate, but less formal than the mail. • You can find the date and time the recipient received the document you sent them. Furthermore, it is possible to know exactly when they opened the document. • In the case of professional communication, avoid slang and emoticons and always make sure to use proper language. • Avoid abbreviations as much as possible, because they can make the correspondence less easily understandable.

8. The Best Way Fax: • This means of communication is less formal, but it turns out much convenient to carry different types of communications.  • To use it, you must have access to a fax machine and hold the fax number of the recipient. If you want to ensure that the document is read, one must check that the recipient regularly uses this means of communication.  • The document must be preceded by a fax transmittal that indicates the heading of the company or body of the sender, as well as: • The recipient's name, fax number, and telephone • The sender's name, fax number, and telephone • The number of pages transmitted, including the schedule • The date of shipment.

9. The Best Way Display on the web: • This matching method is useful to join a group of people and not an individual.  • This type of communication is not formal, but it can be useful for sharing information documents of all kinds, advertisements, forms, etc..

10. Your first assignments • You will write various forms of formal correspondence. Determine who the letter is for, as discussed earlier. You will write a business memo, a formal reservation and a fax. • You will find a business to “send” each of your different correspondences to. • You will need to include the plan of the letter, draft, and final copy • You will be marked on proper format, spelling and grammar. • In your plan, you will need to create a “map” of the different parts of the letter. On the next few slides, let’s take a closer look at that.

11. Map Introduction • Intro, ie “Dear Sirs” • Recalls the past "Following our chat on the phone ... " Development • Shows the status "We found a mistake ..." • 1. Objective: The truth of the message "Can we ask you to make necessary corrections ... " • 2. Argument “This plan will not work for our department because ..."

12. Map The Finding • Demonstrates your status • "We thank you in advance ...“ Greeting • "Please accept, Sir, Yours • distinguished.  Let’s see some formal examples on the next few pages.

13. Business Memo Sample Memo to Business To: Employees of Wally’s Widgets From: Casey Smith, Manager of Greg’s Gadgets Date: June 20, 2013 Subject: New location! Dear Widgets Team, Here at Greg’s Gadgets, we’re so excited to have you all on board and we embark on this new adventure. When Wally first approached us about a potential merger, Greg and I couldn’t wait to get on board! We’ve long admired the craftsmanship put into every one of Wally’s products, and we can’t wait to become one big Widget/Gadget family. Since we’re going to outgrow our current locations, I wanted to give everyone over at Wally’s an update on our search for an office big enough to hold our team: We’ve found a beautiful new location and have signed a lease! Our new building is located at 1624 Addison Ave. in beautiful downtown Stannisburg, very close to shops and restaurants. The building is only one block from the train station and a half a mile away from a car-free bike path (great news for those two-wheeled commuters among us!). I’ve attached photos to this email so you can check out your new home away from home. Debbie, our director of HR, will be emailing everyone with more information about how to get your ID badges and parking passes. Our first day of work will be July 1, and there will be an all-staff meeting at 9 am sharp. I’m excited to see everyone there! Best, Casey

14. Formal Reservation 1st November 2010 From: Mr John Brown Event Organizer, Holcim Inc. 34 West Street Ontario, Canada To: Head of reservations Riverview Hotel Ontario, Canada Subject: Advanced booking inquiry Dear Sir/ madam, I am writing you this letter to make a booking for your Function Hall B this coming December 12, 2010. The reservation will be for our upcoming Anniversary which will be attended by 456 employees all in all. Please let us know if you have received this letter and inform us if you can accommodate our request. I hope that this letter will merit your most favorable response since we would like to have the event held in your place. I am looking forward to spending our Anniversary in a place as beautiful and cozy as yours. Thank you very much. Yours truly, Mr John Brown

15. Fax

16. Company Memo • You are the secretary for Robco in Las Vegas, Nevada, 9226 54thave • Your company has recently bought out their competitor, H+H Enterprises. Their address is 5028 Fairfax Lane • Send a formal friendly letter to the amalgamated employees of H+H telling them the good news about the merger and how great it will be. Everything will run smoothly with a few changes. • Also let them know that bathroom breaks are no longer permitted • Bathrooms have been sealed off • All left-handed people will be fired • Be on the lookout for any communist spies • Mobile robot sentries have been deployed and you must wear your ID badge at all times for them to spare your life • Robco looks forward to your compliant partnership.

17. Fax Body NOTES/COMMENTS: (Content paragraph) The streetlights at the corners of Vine and Elizabeth, Elizabeth and Baxter, and Baxter and Elm have been out for more than a week. There are also a few other streetlights in the middle of those blocks that are out as well. (Additional content paragraph) As you know, a well-lit neighborhood is a safe one. Please see that this problem is corrected within the next few days. (Additional content paragraph) Thank you for your time and consideration. (Optional) Sender Address Line

18. Formal Reservation • You are to book a reservation for you and 40 members of the Icelandic handball team at the Ryugyong Hotel in North Korea • http://en.wikipedia.org/wiki/Ryugyong_Hotel • From March 15th to the 19th for a handball tournament

19. More Assignment Details • For the Fax, you are a resident of Trout River • You will need to formally request for the removal of a rotten whale carcass from the beach because you are worried about scaring tourists away. • http://www.cbc.ca/news/canada/newfoundland-labrador/rotting-blue-whale-not-the-attraction-trout-river-wants-1.2625950

20. Marking • 1 marks for the Map/Plan • 1 mark for rough draft • 1 mark for proper introduction • 1 mark for proper body • 1 mark for proper development • 1 mark for conclusion/ greeting • Marks will be deducted for grammar and spelling mistakes. • Total of 6 marks for each correspondence

21. Macros! Yay!!! • We will learn to do some more stuff with macros in this unit • Do you remember how to create one? If not, let me help you! • Go to File-> Options -> Customize Ribbon, select the Development checkbox and press OK • Go to the Developer tab and click “Record Macro” • Your first assignment is to create a macro that recreates what is on the next slide. Give it a hotkey.

22. Re-create this as a Macro! Show me that it works. Hit the record button and get at It!!!!

23. Making Macros from Scratch • Go open up Visual Basic • Go to file Insert Module. This will help us save it later

24. Give your Macro a name • To actually write a macro, you'd type the word Sub in the module window. (Why? It doesn't matter. It's just that way.) Next you'd type a space and then the name of your macro. If you typed Sub MyMacro, for instance, you'd create a new macro called MyMacro. Because the Visual Basic Editor is so smart, it would automatically insert a line below your Sub line that said End Sub — how convenient! You've got the beginning and the end, now all you need is some code between them, in the handy new space.

25. Net Step • Suppose you'd followed these steps and created a macro. Because there's nothing between your Sub line and your End Sub line, your new macro wouldn't actually do anything. You'd need to add code to bring your macro alive. Here's an example. Say you wanted to show a simple message. Between the Sub line and the End Sub lines, you would type: MsgBox “My First Macro”

26. Tips • Save this and close it. See what happens when you insert this macro into your document! You should see the message you created. • A great way to create your own code example is to record a macro for the action first. On the Tools menu, point to Macro and select Record New Macro. Once you've recorded the macro, take a look at it in the Visual Basic Editor to see how its code works. On the Tools menu, point to Macro and then select Macros to find the one you recorded. Select it and click Edit to see the code.

27. Let’s Make a New One!Follow these steps: • Open up Visual Basic again • Create this: • Run it and see what it does! It creates an address at the top of the page. This one is called Macro 4. For you this is not important, though

28. Let’s play with the size of the text • Write this code:

29. Inserting a Picture • Copy the code from below: • Only you will have a different name than “Collin”. I hope. • What happens? • If this does not work, find another picture in your save space

30. Creating a Text Box Did it work????

31. Making a Table More on the next page!

33. You should have something like this

34. Your Assignment • Create 4 different written macros in one formal document. • You will add formatted text • You will add a graphic • You will add an empty table with a title for each category at the top • Explore and create a different kind of macro that we have not done previously. • Two marks will be given for each successful macro.