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Basics of Memos, Email, and Business Letters

Basics of Memos, Email, and Business Letters. Writing and Speaking for Engineers-Honors. Basic Forms of Written Communication. In the business setting, two basic forms of written communication are used: Memoranda Business Letters. Memos.

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Basics of Memos, Email, and Business Letters

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  1. Basics of Memos, Email, and Business Letters Writing and Speaking for Engineers-Honors

  2. Basic Forms of Written Communication • In the business setting, two basic forms of written communication are used: • Memoranda • Business Letters

  3. Memos • A memorandum is a less formal type of document used within a company • A memorandum is used primarily to advise people of procedures, procedural changes, or disciplinary issues • A memorandum contains lines for the following: • To: • From: • Date: • Subject:

  4. Subject Lines • The subject line in a memo (and an email) should be concise but specific. The following is a poor subject line: Subject: Update A more specific subject line might read: Subject: Update on Project UF – 332, Addition to Ben Hill Griffin Stadium at the University of Florida

  5. Business Letters • A business letter is used between individuals who work for different companies (the owner and the contractor or the architect and the contractor, for example) • A business letter is more formal in its structure • A business letter contains the date, the sender’s address, the recipient’s name and address, a salutation, a complimentary closing, and the names of those receiving copies of the letter

  6. Effectively Organizing Letters, Memo, and Email

  7. Organizational Pattern • Introduction • Body of Message • Conclusion

  8. Introduction • All written correspondence should have an introduction that • Makes the purpose of the communication clear • Gives the reader the most important information

  9. Body of the Message • The supporting details are included in body paragraphs • Elaborate on the main idea(s) contained in the introduction • Use short paragraphs with topic sentences for each paragraph • Use short sentences • Use headings and bullets where appropriate

  10. Conclusion (Goodwill closing) • Convey “next step” information • Offer contact information

  11. Bad News Message: Use an alternate pattern • When conveying “bad news” (disciplining an employee or explaining a negative action) use a buffer paragraph at the beginning of the message. The pattern used for bad news is as follows: • Buffer paragraph • Introduction • Body of the Message • Conclusion

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