Memos and Letters

1. Memos and Letters

2. Routine Documents • Most routine business writing falls into three categories: memos, letters and e-mail. Each type of document has its own writing conventions. However, in this presentation only memos and letters will be discussed.

3. Topics to be covered: • Memoranda • Letters

4. Memos • A memorandum is an internal channel of communication. They travel within a company between and among employees. • Memos communicate changes in policy, notification, brief reports and queries.

5. Memos • The design includes: • The recipient’s name • The sender • The date • Subject line

6. Memorandum TO: All staff FROM: Irma Brown, CEO, Finn Services DATE: July 27, 2003 SUBJECT: Agenda for Tuesday’s meeting. A meeting will be held on Tuesday ,29th of July at 3p.m in the cafeteria. The key issues are customer service preparation for the holiday season, advertising campaign suggestions, new retirement plan options, and changes in stocking procedures. Please prepare responses for discussion. Thank you.

7. Style and Format of Memos • Memos should be short and to the point. • Memos should never be brusque as to seem rude. • Memos don’t contain salutation or complimentary close. • The body of a memo should resemble a letter in appearance.

8. Memos are created and distributed because they are: • Written records • Communication aids • Feedback channels

9. Try writing a memo • Pretend that you are the manager of an organization. There has been some issues regarding lunch time and the way in which workers dress for work. • Write a memo to employees reminding them about the importance of dress and work hours policies.

10. Components of Letters and Memos • Use the introduction to create a rapport with your audience, detailing the message goal as clear as possible. • The body should explain the reasons for the message and offer information to clarify its purpose. Use enhancements such as subheadings and bullets- use them sparingly.

11. Components of Memos and Letters • The close can contain a call to action and a goodwill statement. The call to action tells the audience exactly how to respond to the message. It includes due dates, locations, duties, and materials that the receiver should prepare ahead of time. The goodwill statement reassures the receiver that you care about his or her opinion and often requests feedback.

12. Letters • Letters are external, written channel of communication (although used internally). • They serve several purposes, among them requests, claims, adjustments, rejections, reports, sales and goodwill responses.

13. Components of Business Letters.

15. Components continued

16. Letter Styles and Format There are two common structures for business letters: • Full block style- everything begins at the left margin. • Semi-blocked- the date and the closing lines begin in the middle, while the other components remain at the left margin.

17. Content of the Business Letter • The opening paragraph- puts the message into context. This can be done by: • Acknowledging the date, receipt and subject of any received correspondence. • Supplying the reason for the letter being written • Providing essential names, dates, locations or other data to put the message into context.

18. The middle paragraph (s) • The middle paragraph develops detailed message. This is logically and briefly done. For example, the precise nature of the complaint maybe described, the benefits of goods for sales listed and so on. • To aid impact, some data maybe displayed in tabular form, perhaps as a table of discounts, schedule of price benefits and so on.

19. The closing paragraph • The closing paragraph is to state simply and clearly what action the writer needs from the recipient. This is followed by a courteous closing statement.

20. Use this plan and your letters will always ‘IMPRESS’ !