Formal Letter Format

Return Address Line 1 *1

Return Address Line 2

Date (Month Day, Year) *2

Mr./Mrs./Ms./Dr. Full name of recipient. *3
Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2

Dear Ms./Mrs./Mr. Last Name: *4

Subject: Title of Subject *5

Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . *6

Closing (Sincerely...), *7

Signature *8

Your Name (Printed) *9
Your Title

Enclosures (2) *10
Typist Initials. *11

Source: http://www.letterwritingguide.com/businessletterformat.htm

Business Correspondent Letter

our formal letter

CONCLUDING THE MEETING

• When to closed the meeting

The meeting should be closed by 3 ways.First is when the scheduled time has arrived.This way is to prevent one by one members losing because drifting off to other commitments.Second way is when the group lacks resources to continue.In this cases, be sure to identify who is responsible for getting the needed in formation,an set a new date.Finally, the meeting should be closed when the agenda has been covered.There is no use to discuss or adjourn the meeting while there are nothing more to cover.

• To conclude a meeting

Concluding a meeting has three parts.First is signal when time is almost up.This is step of warning or giving information about remaining meeting duration in order to gives everyone a chance to have any final words.Seconds step is summarize the meeting's accomplishments and future actions.To review the information as important is reminding memebers of their responsibility.Final step must be thank the group.This is important to show your appreciate their effort and to assure those who deserve get the credit.

• Following up the meeting

In order to get the desired result of meeting is through follow-up that involves 3 steps which the first one is build an agenda for the next meeting.Just to give a slice new information of next.Then follow- up on other members,Check up on other members to make sure the promised out comes are actually occur.Finally steps must be take care of your own assignment.Home work must be fully prepared for the meeting needs,not do it last minute to avoid poor result.

Beginning the Meeting

The effective meeting emphasize some criteria such as time is used efficiently, the tone is constructive,and the quality of ideas is good. Effective openings get the meeting off to a good start. First, they give everyone a clear picture of what is to be accomplished. Second, define how the group will try to reach its goal. Finally,set the stage for good teamwork and results. In the meeting, we should be identify the goals of the meeting. Thus, provide necessary background information to prevents misunderstandings and helps members to understand. Then, outline the contributions that members can make during the meeting and some of these contributions will come from specific people. Additionally, preview the meeting is most important in the successful meeting. Finally, Identify time constraints to prevent wasting time.

Setting an Agenda

Introduction

An agenda is a list of topics to cover in a meeting. Agenda is important because it helps the progression of a meeting by giving the meeting members direction. Agenda can build by asking three questions, which are:

1. What do we need to do in the meeting to achieve our objective?
2. What conversations will be important to the people who attend?
3. What information will we need to begin?

A complete agenda contains a list of attendees, the meeting’s time and location, necessary background information and brief explanation on each item.

Time, length and location

To avoid problems, all three of these details need to be present on and agenda.

Participants

The overall size of the group is important. It’s best to keep the size small so that everyone can participate in discussions. You also need to identify on the agenda the people who will be attending because it will help to alert all members about whom to expect in the meeting.

Background information

Sometimes, participants will need background information to give them new details or to remind them of things they may have forgotten. Background information can also provide a description of the meeting’s significance.

Items and Goals

A clear list of topics and goals will result in better informed members and more productive satisfying meetings. Goals are useful in at least two ways: first, they help to identify those who ought to attend the meeting. Second, specific goals help the people who do attend to prepare for the meeting and they help to keep the discussion on track once it begins.

Pre-meeting Work

The agenda is a good place to tell members how to prepare for the meeting by reading information, developing reports, preparing or duplicating documents or locating facts or figure.

The order of agenda items is important. The meeting ought to begin with relatively simple business, minutes, announcements, and the easiest decision. Once the members have hit their stride and good climate has developed, the group can move to the most difficult items.

When to Hold a Meeting

A job might be too much for one person to handle for two reasons. First, it might call for more information than any single person possesses. Second, a job might take more time than one person has available. For the task, each member at a committee meeting should have a different role. If each person on the handbook team is responsible for a separate section, there is little need for the group to meet frequently to discuss the task. And there are times when people who do the same job can profit by sharing ideas in a group. A group of people who do the same kind of work can often improve their individual performance through meetings by performing some of the complementary functional roles. Another might take the job of being information giver, others server as diagnosers and some just can serve as empathic listeners.

Types of meeting

Meeting falls into three categories; information-sharing, problem-solving and ritual activities. Purpose of information-sharing meeting s to exchange information informing group members about new developments, emerging trends and the coming weeks task, and to keep them up to date on the activities. Problem solving or decision-making meeting is to decide some action or make a change in existing policies or procedures. Because problem-solving and decision-making meetings are the most chalenging types of group activity, the bulk of this chapter discusses how to conduct the effectively. Ritual activities are to allows user to create teleconference, add video to meetings, give software demonstration, deliver presentation via the Web and share computer application. Anyone in the meeting can view and edit shared documents to take meeting participation on a Web tour. Virtual meetings can take several forms. Teleconferences are essentially multiparty telephone conferences. Videoconferences allow users in distant locations to see one another.