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This chapter discusses the importance and principles of designing office forms for effective report management, including standardization, centralized control, ease of data entry, and multiple uses. It also covers the proper organization and format of business letters.
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Chapter 6: Report Management การบริหารแบบฟอร์ม รายงาน และจดหมายโต้ตอบ PhanneeRojanabenjakun
The form should be in such a way that it can be easily filled up and processed. For that the office forms should be designed properly. Meaning of forms designing : A form designing means deciding the contents and layout of forms for the purpose of collecting and processing the required information economically and efficiently.
Importance of Forms Designing Forms are used to collect record and communicate the required information. Therefore, forms are treated as tools of office work. If the forms are badly designed, it reduces the speed of operation of office work. 2. The forms create psychological impact on the people who use it. The people may be frustrated (disappointed) and get tired if the forms are not designed properly.
Importance of Forms Designing 3. The badly designed forms results in more number of mistakes in clerical work. Hence, there is a need of well-designed forms to avoid mistakes in clerical work. 4. Sometimes, the designed form may project a poor image in the minds of the customers. 5. System is the basis for form design.
6. The well-designed forms contribute much to the efficiency of employees of an organization and efficiency of the system. 7. The cost of forms is less than the cost of completing office forms, transporting and filling of office forms.
Principles of form designing Only a well-designed office forms serve the purpose of office. Therefore, some principles have to be followed in designing office forms. • 2. Principle of Standardization: A standard form is not only reducing cost but also eliminates chances of confusion. A form may be standardized in respect of, • Paper Quality • Number of prints • Paper colour • Method used to produce forms, etc. 1. Principle of Use: A form may be designed based on need aroused. Need for a firm is aroused due to some reasons.
3. Principle of Centralized Control: The office manager should nominate a person who is responsible for the designing of forms, use and replacement. 4. Principle of Systems integration: The design of the forms are decided in such a way that they are easily adjusted with systems design.
5. Principle of Ease of Entry of Data: A form is to be designed in such away that facilitate the entry of data without much difficulty. 6. Principle of Multiple Uses: A form can be designed for multipurpose. Such forms helps reduce space, which in turn facilitates better control on preparation of forms and printing them.
7. Principle of Identification: Designs of forms should be in such a way that they are easily identifiable without much difficulty. Different colors, papers and ink for printing are used by the office manager in order to differentiate the purpose for which the forms are used. https://accountlearning.com/forms-designing-meaning-importance-principles/
A business letter must be clearly organized and carefully thought out. There are some standard phrases that are used in business or formal letters. These are essential to give a professional tone to your letter.
Sample Letter Format Contact Information(Your contact information. If you are writing on letterhead that includes your contact information, you do not need to include it at the start of the letter.)Your NameYour AddressYour City, State Zip CodeYour Phone NumberYour Email Address
Date Contact Information (The person or company you are writing to)NameTitleCompanyAddressCity, State Zip Code
Greeting (Salutation Examples) • Dear Mr./Ms. Last Name: (Use a formal salutation, not a first name, unless you know the person extremely well. • If you do not know the person's gender, you can write out their full name. For instance, you could write "Dear Pat Crody" instead of "Dear Mr. Crody" or "Dear Ms. Crody." Note that the person's name is always followed by a colon (:) in a business letter, and not a comma. • If you do not know the recipient’s name, it’s still common (and safe) to use the old-fashioned “To Whom It May Concern:”).
Body of Letter • The first paragraph of your letter should provide an introduction as to why you are writing so that your purpose is obvious from the very beginning. • Then, in the following paragraphs, provide more information and specific details about your request or the information you are providing. • The last paragraph of your letter should reiterate the reason you are writing and thank the reader for reviewing your request. • If appropriate, it should also politely ask for a written response or for the opportunity to arrange a meeting to further discuss your request.
Closing Best regards, (Closing Examples) Signature Handwritten Signature (for a hard copy letter – use blue or black ink to sign the letter) Typed Signature
Tips for Formatting Your Letter • When writing a letter, your letter should be simple and focused, so that the purpose of your letter is clear. • Single space your letter and leave a space between each paragraph. Left justify your letter. • Use a plain font like Arial, Times New Roman, Courier New, or Verdana. The font size should be 10 or 12 points. • Leave a blank line after the salutation and before the closing. • Business letters should always be printed on white bond paper rather than on colored paper or personal stationary.
Check for Formatting Errors and Typos Once you have written your business letter, proofread it (using spellcheck) on the screen. Then print it out and read it through at least one more time, checking for any errors or typos. (It's often easier to spot errors on a hard copy.) Be on the lookout for formatting errors as well, such as two paragraphs that don’t have a space in between, or lines that are indented incorrectly. Then before putting your letter in an envelope, don't forget to sign above your typed name, using blue or black ink.
If you are using Microsoft Word or another word processing program to write your letter, there are templates available that can help you format your letter correctly. Here’s more information on free Microsoft Word letter templates.
Business Introduction Letter • Business introduction letters are the most common type of introduction letters. • Typically, they are used to introduce a product or service to a prospective new • customer. • The real-life sample introduction letter below is actually a follow-up letter • combined with an introduction letter. • In this letter, the author uses an initial contact at a meeting to further introduce his company and services to a potential client. • This is one example of the literally hundreds of business situations in which a business introduction letter is the appropriate next step.
Business Memo- Business Memorandum A business memorandum is an internal letter used for communication within an organization. Memos can be written on any subject. Most organizations use pre-printed memo paper for their memoranda. Normally, when an organization communicates externally it uses a business letter, not a memo.
Business Thank You Letter Well written thank you letters are important in many different business situations. The real-life business thank you letter below is a typical example of such a letter.
Congratulations Letter Should be short and to the point, but genuine, sincere, and believable. The opening sentence should state the reason for the congratulations, the second paragraph should elaborate briefly, as appropriate, followed by a short closing sentence.
Contract Letter SampleRequest To Expedite Payments Contract letters are written to deal with a variety of situations related to the management and performance of many different types of contracts. In most cases, contract letters are concerned with either the finances, or the delivery dates of a contract. The sample contract letter below is typical; a contractor requesting expedited payment of a progress invoice in order to alleviate cash flow problems.
Invitation Letter Invitation letters can be written for a wide variety of business and personal situations. The sample letter below is typical of one that would be used in a business or academic environment. They should be short and to the point; ideally ending with a statement about how the invitation will be followed up. Credit :http://www.writinghelp-central.com/sample-letters-business.html
Welcome Letter - To welcome new customers. - The sample welcome letter below is typical. In addition to welcoming the new customer it makes a one-time.
