Business Documents Chapter Notes | Language Arts for Grade 9 PDF Download

Introduction

Read Workplace Emails and Memos

• Definition and Purpose:
  • Workplace emails are electronic messages used to share information, ask questions, or give instructions within a company or organization.
  • Memos are short, written messages used within a company to inform or instruct employees.
  • Both are used for clear and professional communication in a workplace.
• Structure of Emails:
  • Emails have a subject line, greeting, body, and closing.
  • The subject line summarizes the email’s purpose, e.g., “Meeting Schedule Update” or “Project Deadline Reminder.”
  • The greeting addresses the recipient, such as “Dear Team” or “Hello Ms. Smith.”
  • The body contains the main message with details, instructions, or requests, written clearly and politely.
  • The closing includes a sign-off like “Best regards” or “Thank you,” followed by the sender’s name.
• Structure of Memos:
  • Memos have a header with “To,” “From,” “Date,” and “Subject” fields.
  • The purpose is stated clearly at the beginning, such as announcing a policy change or scheduling a meeting.
• Language and Tone:
  • Emails and memos use professional language, avoiding slang or casual phrases.
  • The tone can be formal, polite, or urgent, depending on the situation.
• Additional Features:
  • Both may include attachments, like reports or schedules, for extra information.
  • They often use bullet points or numbered lists to make information easy to read.
• Reading and Understanding:
  • Identify the main purpose, such as informing, requesting, or directing.
  • Look for key details like deadlines, meeting times, or specific tasks.
  • Check for action items, which are tasks or responsibilities assigned to the reader.
  • Recipients may need to respond, such as confirming attendance or answering a question.

Read Business Letters and Notices

• Definition and Purpose:
  • Business letters are formal written documents sent between companies or from a company to a person to communicate important information.
  • Notices are public announcements or written statements to inform people about events, rules, or changes.
• Structure of Business Letters:
  • Business letters include the sender’s address, date, recipient’s address, salutation, body, closing, and signature.
  • The sender’s address includes the company’s name, street address, city, state, and ZIP code, placed at the top.
  • The date is written below the sender’s address, showing when the letter was written.
  • The recipient’s address includes the name and title of the person or company receiving the letter.
  • The salutation is a greeting, like “Dear Mr. Johnson” or “To Whom It May Concern,” followed by a colon.
  • The body explains the purpose, such as making a request, offering a service, or addressing a concern.
  • The closing is a polite sign-off, like “Sincerely” or “Yours truly,” followed by the sender’s signature and printed name.
• Structure of Notices:
  • Notices have a clear title or heading, e.g., “Notice of Office Closure” or “Safety Policy Update.”
  • The body provides details, such as dates, times, locations, or specific instructions.
  • Notices are concise, focusing only on essential information for quick understanding.
• Language and Tone:
  • Business letters use formal language, clear sentences, and a professional tone to convey respect and clarity.
  • Notices use clear and direct language to ensure the message is easily understood.
• Additional Features:
  • Business letters may include enclosures, like contracts or forms, for additional information.
  • Notices often use bold or underlined text to highlight important details.
  • Both may include contact information for follow-up questions or responses.
• Reading and Understanding:
  • Identify the main purpose, such as informing, requesting action, or announcing changes.
  • Pay attention to specific details, like dates, names, or instructions.
  • Understand the audience of a letter or notice to determine its tone and level of formality.