L2 Office Data Processing Topic 6 Business Documents

OFFICE DATA PROCESSING L2 Topic 6: Business Documents PRESENTED BY: MR MOPELI Downloaded from hlayiso.com

Subject Outcome 6.1: Process Business and Official letters and Envelopes The student should be able to:  Explain the difference between a business letter, an Official letter and a Circular letter and point out the correct salutation, content heading and conclusion for these letters.  Create and type a single page business letter from an individual to a business. [Range: letter of complaint or enquiry; or request for service]  Prepare an envelope for the business letter.  Create official letters to an individual.  Create official letters to various departments (Circular). Downloaded from hlayiso.com

A Business Letter A business letter is a letter sent either from one business to individuals or vice versa for various reasons, for example:  To inform a client about a sale or special items available.  To remind a customer to pay their instalment.  To inform a customer that their account is in arrears. Or it could be sent form one business to another for various reasons such as:  To request a quotation.  To order goods.  Or a letter of complaint or clarity, and so on. Downloaded from hlayiso.com

An Official Letter  This letter is usually sent from a government or state department to an individual, usually connected in some way to the department, such as an employee.  It could also be from an official department to a business or an individual outside of the official department. Downloaded from hlayiso.com

A Circular Letter  This letter is usually sent from a business to numerous people either in the business or organisation , mainly to circulate information. Downloaded from hlayiso.com

An Official Circular  This letter sent from one official (government) department to another official department, usually to circulate information. Downloaded from hlayiso.com

Components Required For Correspondence: Types Of Correspondence Component Business Letters Official letters Official circulars 1 Name of the private/ Public institution Usually on letterhead Usually on letterhead Usually on letterhead 2 Sender address and information Usually on letterhead Usually on letterhead Usually on letterhead 3 Reference number Where applicable Where applicable All circular must have a circular number for reference purpose and filling 4 Date In full: In descending order 2020-03-07 In descending order 2020-03- 7 March 2020 Or in full 07 Or in full 5 Address of recipient Recipient’s address at left margin on the Recipient’s address at left margin TO ALL: letterhead, two lines after the date on the letterhead, two lines after e.g HEADS OF DEPARTMENT the date e.g SENIOR LECTURES 6 Salutation Dear Sir/ Mr/ MS Dear Sir/ Mr/ MS/ Dr X No salutation 7 Content heading IN CAPITAL LETTERS IN CAPITAL LETTERS IN CAPITAL LETTERS 8 Content In paragraphs with or without table In paragraphs with or without In paragraphs with or without table table 9 Conclusion Yours faithfully: leave four lines after for Initials and surname( ED Initials and surname ( AB the signature BHENGU) Leave four lines after NAIDOO) Leave four lines after Downloaded from hlayiso.com the last paragraph for the for signature signature 10 Writer and typist initials DLO ( This is optional depending on the This is required for the official This is required for the official company letter circular

Additional information  For more information regarding business documents check your textbook from page 148 to 174.  I will also create a video showing you how to type business letters and share it on whatsapp group. Downloaded from hlayiso.com

Thank you Downloaded from hlayiso.com