Importance And Use Of Commercial Correspondence, Meeting Agenda And Minutes, Cover Letter, Complaint Letter, Promotion Letter, Job Application Letter, Acceptance Or Rejection Letter, And Letter Motivating Employees

1: In your words please explain the importance and use of commercial correspondence in business 

2: Explain the purpose and characteristics of Meeting Agenda and Minutes of Meeting

1: Please write a cover letter that can be enclosed along with resume/CV

2: You have requested your bank a replacement ATM Card last January 15^th as your card stopped working, till now you have not received the replacement card” Please write a complaint letter to the bank complaining about the delay of receiving the replacement card

3: The company you working with, have just released a new novel for a famous writer, write a letter to promote the novel and create sales opportunities

ABC Corp. is offering a position of Assistant Sales Manager. The same is advertised in News Times.

We are looking for an experienced Sales Manger in UAE

Establishes and adjusts selling prices by monitoring costs, competition,

demand and supply.

Implements sales programs by developing sales action plans.

Establishes sales objectives.

Develops sales quotas for regions and territories.

Graduate with a minimum of 12 years of experience.

MBA would be an added advantage.

Valid UAE Driving license.

Eligible candidates are required to send their updated resume

to the address below.

ABC  CORP.

Fair Stroke Building

Al Qulaya, UAE.

1: Assume you are an eligible candidate and apply for the above post by writing a letter requesting job interview based on the newspaper advertisement.

2: Assume you have been selected for the post and accordingly draft a letter, Accepting or Rejecting job offer.

3: Assume you have accepted the offer and are required to start your new job by motivating you team. Draft a letter motivating the employees in your team

Importance and Use of Commercial Correspondence

1. Importance and Use of Commercial Correspondence

Commercial Correspondence can be rightfully described as the means of communication which are generally used in the domain of business and serves as a useful source of personal, official and business interest. In a business environment, the key to successful operations is communication and therefore, in this aspect, the commercial correspondence becomes necessary to exchange information in the firm. There are different types of communication which takes place like the follows:

Personal correspondence – When the correspondence is between a particular groups of people and not necessarily related to work purposes.

Official correspondence – When the correspondence is official in nature and is related to transmitting critical information in the organization.

Business correspondence – In this context, business correspondence can be described as the communication or the exchange of information in writing for the processing of business activities (Wallwork 2014).  There are various sources of the information like the exchange between different organizations, between different customers or between the organizations and customers.

The various mediums of Business correspondence are as follows:

Business letter and agreements

Business reports

Agendas

Enquiries

Orders

Notice and tenders

Cover letters and Resume

The use of Commercial Correspondence tends to serve as a medium to put the different ideas into clear writing. It is quite important to put the different ideas into writing so that they become a record of the oral communication which has taken place (Abdi and Béra 2014). Secondly, it tends to become a legal document for business, it can be used for future reference and lastly, it cuts the distance which exists between the different parties working in an organization.

The commercial correspondence is considered to be crucial because of the given reasons:

It assists the business and allows it to conduct the business to interact with the different customers and the helps them in maintaining relationships with one another.  It allows the different parties in a business to correspond with each other and conduct an activity of their choice.

It serves as a cheap and convenient method of brining different parties closer and assists in reducing disputes along with quarrels (Ji 2013).

Lastly, it also goes a long way in assisting the business to maintain long term goodwill and helps the business to inform the different customers regarding the products.

2. Meeting Agenda

Purpose

The meeting agenda can be rightfully described as a document which is used to outline the contents of a meeting in the future. When the notice of the meeting is being distributed, the agenda is sent along with it in order to enable the members and inform them regarding the items which shall be discussed in a meeting.

Meeting Agenda

Characteristics

The agenda consists of a variety of items and comprises of the following characteristics:

It comprises of the minutes of the previous meeting which take place

It then discusses the different matters which arised from the previous meeting

It provides an insight into the contents of the next meeting (LIU and ZHENG 2015).

It gives details about the date and venue of the meeting which will take place

Lastly, it asks for suggestions which will enable the members to come up with their ideas as to the meeting contents and other related ideas.

The Minutes of the meeting can be described as the official record of the proceedings which take place in a meeting. Any organization whether social, commercial in nature always needs to maintain a definite record of the business meeting. The given reports need to be signed and presented in a code of law format.

Purpose

It provides information about the status of a case

It tends to give instructions (White 2017)

It notes the different actions which have been taken

It suggests a particular course of action

It makes requests.

Characteristics

The primary characteristics of the minutes are as follows:

They serve as a permanent record for the future purpose.

It serves as a reminder of the actions which have to be taken place.

They tend to improve the efficiency of the business operations.

There are two kinds of meetings involved minutes of resolution and the minutes if narration.

The minutes of the meetings comprises of the date, place and the time of the meeting, the name of the person who is under responsibility, the directors and the persons in attendance, the sub heading, financial statements, the special instructions if provided, the signature of the designated chairman and other relevant details (Wallwork 2014).

1. From:

Name of the Student

Address

City, Zip and Code

123456789
[email protected]

Date: 11th July, 2018

To,

Name of the Employer

Designated Manager

Name of the Organization

Address of the Organization

City, Pin code and Zip

Dear Mr. Smith,

I am interested in the position of the Marketing manager in your firm, XYZ Company limited as advertised in the Newspaper ABC.

Currently, I am employed as a Marketing Executive at the organization ACD and have an experience of 4 years in the given domain. According to me, the experiences and skills which I possess as an executive will go a long way in assisting me to be ideal for the role of a Marketing Manager.

Minutes of Meeting

As a Marketing Executive, I have developed different skills like leadership, creativity, writing and advertisement. I was responsible for managing the social media account of the previous company and was given the task of preparing the job roles for them.  This assisted me in understanding the different requirements of the business world and has made me competent for the designated job role.

The duty of a Marketing manager involves that of editing, writing, managing and conveying the message of the organization in front of the different customers. I have had adequate experience in the given field and hence, this is the reason I feel that I am suitable for the job.

Along with the above given experience, I have had a wide range of experience in my school and college as well. This assistance has helped me to understand how to present useful information in the eyes of the different customers and my inquisitive nature has greatly contributed towards ensuring that I have gained a wide range of experiences. Along with academic excellence, I have also been involved in the marketing and debate club of my business school and have researched upon different domains and have applied them successfully.  I work with passion and excellence.

For these reasons, I am quite confident that my previous experiences in the given domain and excellent writing skills qualify me for the given consideration.

I look forward to discuss my other relevant qualifications further in the given domain and have enclosed my resume along with the cover letter.

Thank you so much for your time.

Sincerely,

Signature 

ABCDEF

2. From
abc
123, Park Street

City, State

Zip code

To
The Branch Manager,

Bank ABCD

Bank branch city, state

Zip code

IFSC Code

Date: 11/07/2018

Dear Sir,

I am a loyal customer of you bank and have a savings account in the bank for the last 5 years. I had registered a complaint with you on the 15th of January this year with a request to replace and provide me a new card. The reason being that my previous card had stopped working.

However, my complaints were not adhered to and I have been operating without a card for the past 5 months. I am extremely disappointed with the lousy service being provided to me. I have made several calls to the bank but I have not received a positive response in the given domain.

Therefore, kindly consider it my humble request to provide me a new ATM Card as soon as possible. It would be very convenient for me as due to the rise in the digital payments, the use of a digital card is considered to be very crucial.

Cover Letter

I have provided by bank account details as follows:

Account Holder: ABC

Account Number: 12345678901

Old Debit Card Number: 123456789987654321

I have also attached my previous request as a proof of my statement. I would once again request you to issue my debit card at the earliest. If there exists any charges for the same then it can be debited from my account accordingly.  I sincerely hope that my complaints will be met with accurately this time.

Thanking you for your time and consideration,

Yours Faithfully,

NMK
Enclosure: Copy of the previous complaint

Business Logo

Name of the Customer

Address Line 1

Address Line 2

Name of the Place

City, Pin code number

Dear (customer name),

Being an ardent reader and having purchased the books of our publishing house since a long time, we would like to let you know about the launch of our new book named The Stars and Moons is out. The author of the given book is ABC. The author is a bestselling author and his last book XXX has been very successful and was a best seller too.

The novel is about the life of seven friends and their experience in a foreign country. It describes about the difficulties of the friends and how they overcome the problems while having one another`s backs. The journey of these friends has been narrated with various plot twists and turns.

The different features along with the book are as follows:

• Free access to the XYZ Blog
• A premium voucher worth 30$
• A chance to meet the author himself
• A beautiful experience is guaranteed with the book- The author has received various awards and thus, there exists no chance of disappointment. Being a loyal customer, we understand you would not like to lose out on the given opportunity and hence, we want to provide you with an early bird opportunity, to purchase the given book and get it along with the author`s signature.

To avail your copy now, you can call us at 35373830 or write to us at [email protected]. Moreover, you can get in touch with us using our Facebook or Instagram social media accounts as well. Do not miss out on this opportunity.

Sincerely,

ABC

Chief Marketing officer

Nam of the Publishing House

P.S.  We are giving an offer of a discount worth 10%, for the readers purchasing before the 15the of July. Happy Reading!

1. From:

Name of the Student

Address
City, Zip and Code

123456789
[email protected]

Date: 11th July, 2018

To,

Name of the Employer

Designated Manager

ABC Corp

Fair Stroke Building

Al Qulaya, UAE.

Dear Mr. ABC

I am interested in the position of the Assistant Sales Manager in your organization, the ABC corporations as advertised in the Newspaper News Times.

Currently, I am employed as a Sales Executive at the organization ACD and have an experience of 2 years in the given domain. I believe that the experiences and skills which I possess as an executive will go a long way in assisting me to be ideal for the role of an Assistant Sales Manager.

Complaint Letter

As a Sales Executive in my previous company, I have developed different skills like leadership, creativity, writing, advertisement and client persuasion. I was responsible for managing a sales team of 8 members in my previous company and was given the task of preparing the job roles for them.  This assisted me in understanding the different requirements of the business world and has made me competent for the designated job role.

The duty of an Assistant Sales manager involves that of marketing, writing, managing and conveying the message of the organization in front of the different customers. I was required to persuade the different customers and I have had adequate experience in the given field and hence, this is the reason I feel that I am suitable for the job. The company is one of the best around the globe and thus, I would like to use this as an opportunity to prosper in my career in future.

Along with the above given experience, I have had a wide range of experience in my school and college as well. This assistance has helped me to understand how to present useful information in the eyes of the different customers and my inquisitive nature has greatly contributed towards ensuring that I have gained a wide range of experiences. Along with academic excellence, I have also been involved in the marketing and debate club of my business school and have researched upon different domains and have applied them successfully.  I work with passion and excellence.

For these reasons, I am quite confident that my previous skills and experiences in the chosen domain and excellent communication qualify me for the given consideration.

I look forward to discuss my other relevant qualifications further in the given domain and have enclosed my resume along with the cover letter. Kindly prove me the opportunity to come and discuss my eligibility with you

Thank you so much for your time. Hoping for a positive response.

Sincerely,

Signature 

Abcd Kghn

2. From:

Name of the Student

Address
City, Zip and Code

123456789
[email protected]

Date: 11th July, 2018

To,

Name of the Employer

Designated Manager

ABC Corp

Fair Stroke Building

Al Qulaya, UAE.

Subject line: Abcd Kghn-Job Offer Acceptance 

Dear Mr. ABC, 

I had the pleasure having a conversation with you over the phone yesterday and I am obliged that that I was given an opportunity to work as an Assistant Sales Manager. I am very excited to accept the job offer formally. I look forward to work with you and the senior management. It will be an honor to work with the company and assist the management in the process of taking the company to a new path of success.

Promotion Letter

I am deeply thankful for the opportunity and as discussed over the mail and as per the email which I received, my start date would be the 13th of July 2018 and I will be beginning the job with an annual salary of $75000 with 4 weeks of paid time off.

The salary will be paid on the first of every month and it does not include the health insurance, which is effective on my start date.

I look forward to sharing this wonderful experience with you and will be meeting you next Monday. However, kindly let me know if there is any additional information or mandatory procedures to undertake so that I can oblige by them successfully.

I respond promptly to emails, however, if the matter demands a quick response, you can reach me out at 5464840 via call or text.

Once again, thank you for the opportunity. 

Best, 

Abcd Kghn

3. From:

Name of the Student

Address
City, Zip and Code

123456789
[email protected]

Date: 11th July, 2018

To,

Team members

ABC Corp

Fair Stroke Building

Al Qulaya, UAE.

Subject: Ice breaking

Dear team,

I would like to take this opportunity to introduce myself. I am your new Assistant Sales manager and would be working alongside the team. I would like to assure you that I would try my level best to assist you all in your endeavors and provide adequate guidance.

As per my analysis, the team has been performing considerably well and I am sure we can make our time reach to new heights together. Firstly, I would like to utilize the opportunity to thank each one of you for the wonderful and outstanding performance during the last month. As the reports, all the targets had been met with and each employee contributed well towards the firm. I would like to recognize the contribution made by each one of you and commend your long hours behind the job.

Furthermore, I would be formulating a new policy regarding the bonus and incentive scheme for the team members and I assure you that these schemes would go a long way in encouraging active participation. Several rewards and recognition programs will also be designed so as to make the job a lasting affair in your life.

I would like to appreciate your past devotion towards the work and expect the same in the future. Together we will be able to achieve the vision of the company.

Expecting your cooperation.

Yours truly,

Abcd Kghn

References

Abdi, H. and Béra, M., 2014. Correspondence analysis. In Encyclopedia of Social Network Analysis and Mining (pp. 275-284). Springer, New York, NY.

Ji, Y.,2013. The Application of Euphemisms in Commercial Correspondence from the Perspective of Politeness Principle.

LIU, Y.H. and ZHENG, S., 2015. The Application of Politeness Strategies to Business English Correspondence Writing.

Wallwork, A., 2014. BUSINESS LETTERS. In Email and Commercial Correspondence (pp. 75-82). Springer, New York, NY.

Wallwork, A., 2014. Email and Commercial Correspondence: A Guide to Professional English. Springer.

White, R.V., 2017. Teaching Written English. Routledge.

Bargiela-Chiappini, F. and Nickerson, C.R., 2014. Writing business: Genres, media and discourses. Routledge.

Chaturvedi, P.D., 2013. Business Communication, 3/e. Pearson Education India.

Gasparetti, F., Micarelli, A. and Sciarrone, F., 2009. A web-based training system for business letter writing. Knowledge-Based Systems, 22(4), pp.287-291.

Marella, G.L. and Gardella, D.T., VICTORY ENVELOPE Inc, 1988. Method of making envelope

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Moshiri, F. and Cardon, P., 2014. The state of business communication classes: A national survey. Business and Professional Communication Quarterly, 77(3), pp.312-329.

Seglin, J.L. and Coleman, E., 2012. The AMA handbook of business letters. Amacom Books.

Toth, C., 2013. Revisiting a genre: Teaching infographics in business and professional communication courses. Business Communication Quarterly, 76(4), pp.446-457.

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Wolff, L.M., 1979. A brief history of the art of dictamen: Medieval origins of business letter writing. The Journal of Business Communication (1973), 16(2), pp.3-11.