Internet Exercise 9.2
Document Library
Many of the most common forms of business correspondence have been reviewed in this text, but there are still others that you may need to learn about to prepare for your career. The Document Library below contains formatting information and samples for a wide range of business documents which you are likely to use in the workplace. You can view any of the document formats presented in this text—and a few others that do not appear in the text, by selecting the appropriate link below.
Documents:
Document 1: Business Memo
Document 2: E-mail Format
Document 3: Standard Parts of a Business Letter
Document 4: Fax Cover Sheet
Document 5: Feasibility Memo
Document 6: The AIDA Model
Document 7: Meeting Announcement
Document 8: Agenda for a Meeting
Document 9: Organizing Your Presentation
Document 10: Proposal Cover Letter
Document 11: Formal Proposal
Document 12: Letter Proposal
Document 13a Cover Letter 1
Document 13b Cover Letter 2
Document 14: Chronological Resume
Document 15: Functional Resume
Document 16: Electronic Resume
Document 17: Traditional Performance Appraisal Form
Document 18: Self-Appraisal Form
Document 19: Block-Style Business Letter
Document 20: Modified Block
Document 21: Simplified Letter Format
Document 22: Modern Simplified Letter
Document 23: Modern Simplified Memo Format
Document 24: E-memo Template:
Document 25: E-mail
Document 26: Agenda
Document 27: Formal Minutes
Document 28: Informal Minutes
Document 29: Instruction for Folding Letter for Window Envelope
Document 30: Instructions for Folding Letters for No. 6¾ and No. 10 Envelopes
Document 31: Affective Scales
Document 32: Sample Questionnaire
Document 33: Works Cited
Document 1 Business Memo
Memo
To: The name or names of those to whom you are sending the memo
From: Your name
Date: The current date
Subject: A few words that reflect the purpose and content of the memo. “Subject:” can be replaced with “Re:”(for “Regarding”)
CC: The names of those who will receive “courtesy copies”
Document 2: E-mail Format
From: Your e-mail address
To: The name or names of those to whom you are sending the e-mail
Cc: The names of those who will receive courtesy copies
Subject: A few words that reflect the purpose and content of the e-mail
An e-mail is like a phone call in that you should respond within a day or two. Try to keep the body of an e-mail short, one screen if possible. Use correct grammar and punctuation. Also, do not take unorthodox shortcuts: follow standard rules for capitalization, and do not abbreviate unnecessarily. Keep information short and to the point. Also, don’t press the send button if you have any doubts about your message. If you feel unsure, either save your message as a draft or make a phone call.
Document 3: Standard Parts of a Business Letter
(Return 9 times from the top default 1-inch margin. This will leave a 2 ½ inch top margin for letters of medium length. For shorter letters, you can leave more space; for longer letters, you can leave less space.)
October 29, 2007 (Return 4 times) (Date)
Mr. Bob Allison (Address)
Global Communication Network
333 West Wacker Drive
Chicago, IL 60610 (Return 2 times)
Dear Mr. Allison: (Return 2 times) (Salutation)
The introduction connects you to your reader and connects your reader to the purpose of your letter. With a direct message, state your main point in the first paragraph.
The body tells the reader basic information which supports your purpose. In the body of a letter, include details, descriptions, examples, and rationale. The body could be one paragraph for a short letter or any number of paragraphs for longer letters. The body should be as long as it takes to make your point, but no longer. With an indirect message, your main point would come toward the end of the body or beginning of the conclusion.
The last paragraph, or conclusion, defines action or next steps. Inform the reader of any action you will take or that you request the reader to take. Invite the reader to contact you; if you choose, include your phone number and Web address. (Return 2 times)
Sincerely, (Return 4 times) (Closing)
Reginald D. Piper (Writer’s name)
Instructional Designer (Return 2 times) (Title)
cc: Michael Jones (“cc” stands for courtesy copy)
Enclosure (A document that is enclosed
Attachment (Return 2 times) (A document that is paper- clipped to the letter)
PS Use a “PS” notation to state an afterthought. (Post script)
Document 4: Fax Cover Sheet
Fax Cover Sheet
TO: Juan Lewis FAX: 800-555-9215
FROM: Jennifer Robbins PHONE: 888-555-9242
FAX: 888-555-9243
NUMBER OF PAGES: 3 Pages Follow
Attached is the real estate contract for the property in Long Grove. The closing is next Friday at 10 a.m.
Please call me if you have questions.
Jenny
Document 5: Feasibility Memo
To: Jacob Morgenstern
From: Roberta Edwards
Subject: Expanding Our Coffee Market
Though our sales for all coffee products are high, we're always looking for ways to improve our bottom line. Here's an idea we might want to discuss at our next marketing meeting.
We established our niche in the market by restricting sales only to corporate clients. This policy has worked very well for us because it is a strong selling tool; corporations like buying a product that can't be purchased by private consumers.
However, I am getting more and more inquiries from customers who want to put a brewer in their homes. They are disappointed to hear that they cannot buy our brewers because they don't own a corporation. In the past, our policies worked very well because they have firmly established us in the corporate market. However, we no longer need that restriction now that we have enough loyal customers who won't care if we expand.
By developing a home market, we can be ahead of the game in case other “Starbuck quality” brewers come on the home market. We can afford to enter this market by changing some of our “sampling” policies.
Let me know what you think and whether we can address this idea at our next marketing meeting. I will be happy to work out a more detailed proposal or head a team to do market research.
Document 6: The AIDA Model
Enterprising Cat Enterprises
44 Paw Paw Lane • Catopolis, MI 77903 • 1-800-555-CATS
September 1, 2007
Ms. Kallie Branzdat
1437 Calabash Drive
Livonia, MI 77902
Dear Ms. Branzdat:
Do you spend your days worried that your feline family members at home aren’t getting the stimulation and attention they need and deserve? Does it distract from the quality of your time away from the house? (Attention)
Imagine the peace of mind that comes with knowing that in your absence, you’ve provided entertainment and stimulation for their ever-curious minds. (Interest)
New from Enterprising Cat, the Entertain Kitty DVD Series offers lush landscapes with lots of movement to capture the imagination of your feline companions. Your cats will be mesmerized by the aquatic action in our best-selling See Undersea environment, which takes them to the depths of the Great Barrier Reef, while our newest title, Rainforest Canopy, will provide hours of fascinating entertainment focused on hundreds of species of birds in their natural habitat. You can even run different discs simultaneously on different TVs throughout the home while you are away! (Desire)
You can select any video from the Entertain Kitty DVD Series, or join the Enterprising Cat DVD Club and receive a lush, new title from the Entertain Kitty DVD Series every month for a year. Simply fill out the attached postage-paid response card, indicate the form of payment, and mail the form to complete your order. (Action)
Act now and you and your cat friends will have a little more peace of mind every time you step out the door.
Sincerely,
ENTERPRISING CAT ENTERPRISES
Tom “Cat” Carruthers, President
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PS When you see how your cats react to the Entertain Kitty DVD Series, you’ll never feel guilty for leaving them home alone again.
Document 7: Meeting Announcement
To: Manoli Quieros; Martin Lucas; Thyla Walters; Corinne Elbs
From: Jim O’Neill
Subject: Strategy Review
Could we get together for a quick review before we meet with the Brody board members at 11 a.m.? I’m not sure everyone is clear on the sort of support we’re going to be looking for during the discussion after the presentation.
We can walk through each of the four sections we intend to present and try to identify the unanswered questions that will come our way. It will also give each of you a bit of a dress rehearsal. I want to see each of you with your best foot forward!
We need to project confidence, and we need to let the board know we have strong fallback positions in each division should things not work out as planned; this will also be a good opportunity for all of us to iron out any kinks in our arguments.
Let’s make it at 8 a.m., Thursday, July 25, in the Presidio Conference Room.
Document 8: Agenda for a Meeting
CORE TEAM MEETING
Date: February 5, 2008
Place: Executive Conference Room
Time: 2 to 3 p.m.
Subject: CORE Clarifications
Attendees: Jumilla Yu, Process Engineer
Calen Falak, Project Manager
Sarah York, Enterprise Technical Architect
Sanjay Alonanki, Business Analyst
Rose Alonso, Financial Analyst/Strategy SME
Oliver Walker, Business Lead
AGENDA
1. Document review and sign-off process Calen, 10 minutes
2. Feedback on All CIO meeting Calen, 5 minutes
3. Schedule business architecture workshops Sanjay, 10 minutes
4. NBAC drafts update Rose, 10 minutes
5. Relationship of architecture components Sarah, 15 minutes
6. Status by Workstream Station Oliver, 5 minutes
7. New business Team, 5 minutes
Document 9: Organizing Your Presentation
PREPARING FOR YOUR PRESENTATION: WRITING IT OUT
1. Introduction: Present your purpose and explain its relevance.
2. Body: Give evidence and examples.
3. Conclusion: Summarize how your purpose has been proved; identify next steps (if relevant).
Start with questions:
What am I writing about?
Why? What is my general purpose?
What is my specific purpose?
What are my main points?
Who is my audience?
INTRODUCTION
State your purpose, making it relevant and important to your audience.
§ Give an overview of the topic.
§ Connect your topic to your audience.
§ Pose questions for your audience.
BODY
Focus on concepts, and avoid giving intricate details that will be difficult for your
audience to remember and use.
§ Break your topic into component parts.
§ Provide evidence/examples/explanation.
§ Answer questions posed in your introduction.
§ Cover all main points thoroughly.
CONCLUSION
Relate final comments to the introduction, drawing conclusions for your audience.
§ Summarize.
§ Clarify.
§ Finalize.
§ If relevant, identify next steps.
Document 10: Proposal Cover Letter
The Environmental Council
115 West 20th Street, Suite A
Indianapolis, IN 46202
555-655-5500
June 10, 2007
NW Charitable Trust
277 Monument Circle
Indianapolis, IN 46207
Ladies and Gentlemen:
Thank you for reviewing our proposal for the Fall Creek Stewardship Project. As Indiana’s largest environmental organization, our mission is to use education, advocacy, and citizen empowerment to restore and protect the natural systems upon which life depends.
The Fall Creek Project will achieve that mission by enabling middle school students to become Stream Doctors as they assess Fall Creek’s physical, biological, and chemical health. As they prescribe remedies for this vital water system, they will also learn important lessons in effecting social and environmental change.
Our staff has worked diligently to develop this project and create a fit with your organization’s vision and mission. Please let me know if there is any other information with which I may provide you. In the meantime, I look forward to hearing your response so that we may implement the Fall Creek Stewardship Project.
Sincerely,
Tim Falone
Executive Director
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Enclosure: Fall Creek Stewardship Grant Proposal
Document 11: Formal Proposal
NW CHARITABLE TRUST
PROPOSAL SUMMARY
Organization: Environmental Council
Name of project/campaign: Fall Creek Stewardship Project
Amount requested: $23,644
Area served: Marion County, Indiana
Organization description and history: EC was established as a 501(c)(3) organization in 1983. We have since become Indiana’s largest environmental organization, with more than 20,000 individual and 60 organization members.
Mission statement: Through education, advocacy, and citizen empowerment, we restore and protect the natural systems upon which life depends.
Proposed grant activities: Middle-school students will become Stream Doctors and assess Fall Creek’s physical, biological, and chemical health. Students will write and fulfill their prescriptions for restoring Fall Creek.
Dates of proposed grant activities: September 1, 2001 to August 31, 2002
Proposed grant outcomes: Students will demonstrate increased knowledge and appreciation of Fall Creek’s wildlife and habitat. Their activities will protect animals and nature in our community. Adopted sections of Fall Creek will display improved appearance and wildlife habitat.
Grant partners/collaborators: McClellan Montessori School 99, the Center for Inquiry, and Merle Middle School.
APPLICATION FOR FUNDING
PROGRAM INFORMATION
Need
The Fall Creek Stewardship Project stems from a need to restore Fall Creek. According to the Indiana Department of Environmental Management’s Office of Water Quality, Fall Creek is one of 208 impaired waterways in Indiana. Furthermore, 26 combined sewers drain into Fall Creek, according to the City of Indianapolis.
Despite these threats, Fall Creek provides important urban wildlife habitat. As a tributary of White River, it composes part of a major flyway for many waterfowl and songbirds. This creek is a treasure for the city of Indianapolis, improving the quality of life for urban dwellers.
Primary Audience
The Fall Creek Stewardship Project will focus on middle-school students within Indianapolis public schools and will serve approximately 240 students. The Community Assessment states, “Communities need to develop a philosophy and theoretical framework which involves a vision of youth development and its relationship to school/home/community linkages.”
The Fall Creek Stewardship Project embraces such a vision, and even extends that vision into practical application. The project will open students’ eyes to bountiful nature in their own community. The hands-on experience will also foster a sense of connection, ownership, and pride. Such action encourages the human psyche to transform from despair to caring citizenship.