A portfolio is a tool indicative of business activities presented to the relevant stakeholders. Public relations managers are credited with the task of communicating business or organizational policies to the stakeholders. Public relations manager usually work to maintain a positive image of the company and is considered its spokesperson. In writing a business portfolio, it is important to consider the type of portfolio, important details of the business as well as analysis of targeted audience. Depending on the audience, business communications take different formats, for instance, memos are usually written to company employees, posters to the customers and the public, while letters to managers.
Criteria
Different steps can be employed in writing a business portfolio and this depends on the audience. The following steps define the designs for letters, memos, and posters/flyers intended for managers, employees, consumers / public respectively. In drafting business communications, the following pattern should be used.
- Select ion of the relevant business communication for each of the audiences.
- Starting communication with good news followed by a summary of the chief points.
- providing a brief detail, clarification and background of the topic of the message
- conveying all the negative elements on the letter as positively as can be,
- Giving a brief explanation of its benefits
- Message ended in an affirmative tone.
Business letter to store managers
July 20, 2010
Store managers
Mel Merchandise
18438 East Night Hawk Way
Phoenix, AZ 85043-7800
Dear Sir/madam:
Re: Changes in store hours and employee work schedules.
Due to rising cost of gas prices, Mel merchandise has decide to implement changes above with a view to improving sustainability and reduce on overall store operation costs effective from Monday, July 26, 2010 in the following steps:
- Stores will be closed every Sundays.
- Stores will open from 10 am to 8 pm, working 6 days a week.
- Full time employees, including mangers, will work four 10-hour days a week.
- Part-time employees will consolidate their hours in 1-, 2-, or 3-day workweeks, depending on how many hours they are scheduled to work.
- No stores will be closed, and no new ones will be opened during the implementation process.
Kindly bear with the changes as we strive to save costs on store operations. Further changes would be communicated as soon as they are made. Thanks for your unwavering efforts that have scaled this merchandise to higher levels.
Yours Sincerely
Judith Stevens
Public relations manager.
Business memo to store employees
To: Store employees
From: Judith Stevens, Public relations manager
Subject: Changes in store hours and employee work schedules
This is to inform you of the above coming changes, effective from, July 26, 2010. This is in line with the company’s efforts to save on store operation costs. These changes will affect the hours and work schedules as follows:
- Stores will be closed every Sundays.
- Stores will open from 10 am to 8 pm, working 6 days a week.
- Full time employees, including mangers, will work four 10-hour days a week.
- Part-time employees will consolidate their hours in 1-, 2-, or 3-day workweeks, depending on how many hours they are scheduled to work.
- No stores will be closed, and no new ones will be opened during the implementation process.
You are advised to kindly work with the changes until such a time when a decision will be made. Any queries regarding these developments can be addressed to the store managers any time from 2 pm. We expect you continued cooperation as we scale this company to higher levels of success.
Poster or flyer for customers
Mel Merchandise
18438 East Night Hawk Way
Phoenix, AZ 85043-7800
To our esteemed customers
Re: Changes in our store opening and closing schedules
We are pleased to inform you that effective from Monday, July 26, 2010, our stores will be opened as scheduled below.
- Stores will be closed every Sundays.
- Stores will open from 10 am to 8 pm, working 6 days a week.
This is in line with our mission to provide quality services to our customers with an aim of retaining them as well as welcome other prospective customers. Please, be informed that this is only a temporary measure to curb the rising cost of store operations and will be rescheduled as soon as these costs come down. Feel encourage to leave your comments regarding the above; we shall act on them appropriately. Keep with us, as we strive to provide you with the best services.
Sincerely
Judith Stevens
Public relations manager.
Mel Merchandise
Conclusion
Business writings and research papers share common links, like the fact that they are both formal writings. In some cases, when e-mails and posters are used, it may loose its formal style; however, this is never the case with other business communications. The writings above entail an informative message, which is negative and requires public relations manager to make it as positive as possible. The letter to store managers may not look surprising because they form part of policy makers in the company, however, this would most probably affect the customers and casual workers who may have expected normal schedules and longer working hours respectively. Full time employees would probably enjoy this as working hours are trimmed. A positive tone is therefore helpful in showing an understanding for those affected.
As much as they are formal writings, Business communications differ from academic papers in their styles and formats, for instance, academic papers require citations and references, which may not be obligatory in business communications. Furthermore, research papers need to be backed with credible sources as they act to not only inform but also to educate the audience, on the other hand, business communications tend to be persuasive and informative. Besides, information for the audience in business writings is usually unexpected since it is a decision made by management of the organization.