Memos and Letters

1. Memos and Letters Prof. Q

2. Overview • Memo Basics • Tone • Parts • Format • Types of Memos • Letter Basics • Tone • Parts • Formats • Types of Letters

3. Memo Basics • The most traditional form of workplace communication. • Often turned into PDF files and attached to e-mail messages. • E-mails sometimes are formatted as memos. • Print memos are more formal than e-mail memo communications. • Use white space and headers

4. Tone • Depends on Audience • To a supervisor? • To a team that works under you? • Direct Approach – Makes a claim or point, then presents the data. • Indirect Approach – Lays out the details over various sentences. • Mode of Delivery

5. Memo Parts and Format • Word “MEMORANDUM” on header. • Header including: To, From, Date, Subject (sounds familiar?) • Opening Paragraph: Straight to the Point • Body Paragraphs: provide detail, outline course of action. • Concluding paragraph thanks the reader. • Copy notation (“cc” in e-mail)

7. Types of Memos • Transmittal Memo – Accompanies materials. • Summary / Follow-Up Memo – Provides a record of a conversation. • Informal Memo – For announcements or updates.

8. Follow Up Memo

9. Transmittal Memo

10. Informal Memo

11. Questions?

12. Letter Basics • Formal • Professional • Reasoned • Carefully Constructed • Represents You and Your Organization • Serve as Official Notices • Signature Serves as Approval

13. Tone • Use a “you” perspective • Be polite and tactful • Use plain English • Consider the needs of International Readers • Be direct for good news • Be indirect for bad news

14. Parts and Standard Format • Heading • Date and Sender’s Address – Omit Your Name • Inside Address • Salutation • Body Text • Introductory Paragraph • Discussion • Concluding Paragraph • Complimentary Greeting • Signature • Your Name • Typist’s Initials (if it applies) • Enclosure Information • Notes: • Double-Space Between Section • Double-Space Between Paragraphs • Four Spaces Between Comp. Greeting and Signature • Align Everything to the Left

15. Parts and Block Format • Heading • Date and Sender’s Address – Omit Your Name • Inside Address • Salutation • Body Text • Introductory Paragraph • Discussion • Concluding Paragraph • Complimentary Greeting • Signature • Your Name • Typist’s Initials (if it applies) • Enclosure Information • Notes: • Four Spaces Between Addresses • Double-Space Between Section • Double-Space Between Paragraphs • Four Spaces Between Comp. Greeting and Signature • Align Everything to the Left

16. Parts and Modified Block Format • Heading • Date • Sender’s Address – Omit Your Name • Inside Address • Salutation • Body Text • Introductory Paragraph • Discussion • Concluding Paragraph • Complimentary Greeting • Signature • Your Name • Typist’s Initials (if it applies) • Enclosure Information • Notes: • Four Spaces Between Addresses • Double-Space Between Section • Double-Space Between Paragraphs • Four Spaces Between Comp. Greeting and Signature • Align Date, Sender’s Address, and Closing to the Right

17. Types of Letters • Inquiry Letters • Claim Letters • Sales Letters • Adjustment Letters • Samples: • P. 207 - 213

18. Questions?

19. Class Activity • I. • Select one of the types of letters discussed today. • Find a Microsoft Office letter template. • Discuss how the template might or might not work for your chosen letter type. • II. • Coordinate with a classmate and select an uncomfortable or troubling topic. • Write a memo explaining the issue. • Compare your memo to your classmate’s memo in terms of format, style, and tone.