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Written communication within the company
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Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 1
Business letter ..................................................................... 3
Meeting request .................................................................. 5
Meeting minute ................................................................... 7
Greeting............................................................................... 9
Application ........................................................................ 11
Certificate .......................................................................... 13
Business card ..................................................................... 15
Press release ...................................................................... 16
E-mail ................................................................................ 17
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 2
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 3
A business letter is usually a letter from one company to another, or between such organizations and their
customers, clients and other external parties. The overall style of letter depends on the relationship
between the parties concerned. Business letters can have many types of contents, for example to request
direct information or action from another party, to order supplies from a supplier, to point out a mistake by
the letter's recipient, to reply directly to a request, to apologize for a wrong, or to convey goodwill. A
business letter is sometimes useful because it produces a permanent written record, and may be taken
more seriously by the recipient than other forms of communication.
General Structure
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 4
Sample
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 5
A meeting request is a document to officially call certain people to attend a meeting or assembly.
A letter to request a meeting doesn’t need to be long, but it does need to give the vital information.
General Structure
Part one
Sender’s Name
Sender’s Address
City, State, Zip Code
Part two
Date, Time and Place
Part three
Receiver’s Name
Receiver's Title
Receiver’s Address City, State, Zip Code
Part four
Issues to be dealt with
Part five
Stamp
Sender’s signature
Sender’s Name printed
Sender’s Title
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 6
Sample
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 7
When we celebrate a meeting, we take notes about it and then write a meeting minute about what
happened and was discussed and agreed during the meeting.
Important points
• Try to answer all these questions:
When was the meeting?
Who attended?
Who did not attend? (Only if it matters)
What topics were discussed?
What was decided?
What actions were agreed upon?
Who is to complete the actions, by when?
Were materials distributed at the meeting? If so, are copies or a link available?
Is there anything special the reader of the minutes should know or do?
Is a follow-up meeting scheduled? If so, when? Where? Why?
• Meeting minute may include these:
Topics
Decisions
Actions agreed upon
Person responsible
Deadline
Next meeting
Date and time
Location
Agenda items
• Do’s and don’ts
Do write minutes soon after the meeting
Don’t skip writing minutes just because everyone attended
Don’t describe all the “he said, she said” details
Don’t include any information that will embarrass anyone
Don use positive language
• Last sentence
Without more points for today, we leave the meeting at …….
Meeting adjourned by ………….. at ………….
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 8
Sample
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 9
A greeting is a very formal written communication used to express appreciation, invite to events, changes
of registered offices, etc.
General Structure
Part one
Sender’s Name
Sender’s Position
Part two
Word Greeting (In a letter bigger than the rest of the text)
Part three
Receiver’s Name (Name and Surname in capital letters) or Position
Information about the invitation, the reason for this document
Part four
Sender’s Name and Surname
Part five
Farewell - Short and kind (takes the opportunity to offer its highest consideration)
Part six
Place and date
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 10
Sample
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 11
An application letter is a formally written one-page letter used to request a service to the authority or
person that can grant it.
There are two types, letters and forms.
General Structure
Part one
Personal data of the Sender
Part two
We start this part with the word “Exposed”
After we explain the reasons for the application
Part three
We start this part with the word “Asks”
And then we describe our petition, briefly
Part four
We detail all the documents that we attach
Finally
Date
Signature
Name of Sender
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 12
Sample
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 13
A certificate is a document issued by an authority to state a particular event or status, like a course, for
example.
General Structure
Part one
Data of the company or institution that issue the certificate
Part two
Data of the certifier
Position in the company
Part three
Applicant’s personal data and the fact that is certified
Part four
The sentence – And for the record, I sign this certificate in
Place and date
Signature
Name of signer
Stamp
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 14
Sample
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 15
Business cards are cards bearing business information about a company or individual. They are shared
during formal introductions as a convenience and a memory aid. A business card typically includes the
giver's name, company or business affiliation (usually with a logo) and contact information such as street
addresses, telephone number(s), fax number, e-mail addresses and website. Before the advent of
electronic communication business cards might also include telex details. Now they may include social
media addresses such as Facebook, LinkedIn and Twitter. Traditionally many cards were simple black text
on white stock; today a professional business card will sometimes include one or more aspects of striking
visual design
Sample
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 16
A press release is a document that the company uses to send information about a topic, person or product
to the media for public dissemination.
Sample
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 17
The content of an e-mail is similar than a business letter. The difference between a business letter and an
e-mail is that and e-mail is send via internet.
Sample
Unit 7 Communication and Costumer Service
Carmen Bellés Monfort 18