Routine Business Correspondence

1. Routine Business Correspondence Letters, Memos, and Emails

2. Planning for Routine Correspondence PAGOS PAGOS PAGOS

3. Overview • Emails– Can be sent internally or externally • DO NOT USE – sensitive, official, highly formal or serious, paper attachments needed • Memos – internal only • DO NOT USE – with external audiences • Letters – External/internal audiences, no prior relationship, official signed record, formality • DO NOT USE – for routine messages that can be emailed or sent as a memo

4. Do emails REALLY matter? • Email contributes to “ethos” • Is a relationship tool • Reflects on YOU and your organization

5. Emails (2 real examples) • From: babygrl82@xxxx.com • To: juliam@mail.usf.edu • CC: • Subject: [ENC2210.001] • can U plz send me the assinments??????

6. From: xMUsikLvRx@xxxx.com • To: juliam@mail.usf.edu • CC: • Subject: [ENC2210.xxx] HERES MY PROJECT. CAN YOU TELL ME WHATS WRONG THX!!!

7. Characteristics of Successful E-Mails (Guidelines) • Effective subject line – main idea, important info • Greeting • Single topic, concise • Conversational tone • Graphic highlighting often appropriate • Liberal paragraph breaks • “signature”

8. Email Characteristics/Guidelines • Don’t • write in all caps • use backgrounds, weird fonts, or images • ignore your audience • U, thx, lol, roflmao, haha, sup, IMO, l8r, cya, WTF, j/k, TY, TIA, imho, and/or various colorful obscenities. ??????? • use quotes/verses/sayings in signature • Use an inappropriate email address • Do • Proofread • Check for tone • Check for a response • Use a good subject line

9. Characteristics of Successful Memos (Similar to Emails) • Headings: Date,To, From, Subject • Single topic • Conversational tone • Concise, liberal paragraphs • Graphic highlighting (in certain contexts) • MEMOS – Internal, established relationship and shared understanding

10. Types of Memos Procedure and Information Memos • Downward flow – distribution Request and Reply Memos • Direct request Confirmation Memos • “to-file” reports or “incident” reports

11. Memos: Organization 4 Parts: heading, opening, body, closing 1) Heading DATE: TO: FROM: Name (and identifying info) Example: Dave Smith, Section 011 SUBJECT: Summarize the main idea. Example: Budget Meeting June 3, 10 a.m.

12. Memos: Organization 2) Opening In general, start directly; state the main idea Indirect (ineffective) opening: This is to inform you that we must complete the annual operating budgets shortly. Over the past two months many supervisors have met to discuss their departmental needs. Direct (effective) opening: All supervisors and coordinators will meet June 3 at 10 a.m. to work out the annual operating budgets for their departments

13. Memos: Organization 3) Body • Explain and discuss the topic. • Use graphic highlighting to facilitate reading, comprehension, and retention. • Consider columns, headings, enumerations, bulleted lists, etc. 4) Closing • Request action, include end date. • Summarize message or provide a closing thought. • DO NOT SIGN

14. DATE: February 31, 2030 TO: Rob Montaine FROM: Heidi Chan HC SUBJECT: FORMATTING AND STATIONERY FOR MEMOS Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization. Please examine the enclosed samples and call me if you have additional questions. Enclosures 1¼ inch margin 1¼ inch margin Memos: Formatting align double spaced Single spaced paragraphs, additional space between paragraphs Do not sign

15. Subject Lines for Informative and Positive Messages – ALL GENRES • Make subject lines specific. • Subject: Interview Questions for Job Candidate Toni James. • Make subject lines concise. • Subject: Let’s Hire Toni James. • Make subject lines appropriate for the pattern of organization. • In general, provide the same information that you would in the first paragraph – main idea

16. Characteristics of Successful Business Letters • All have an opening (purpose), body (details), and closing (request action or courteous closing) • Clear, organized content • “Goodwill” tone • Correct form

17. Use Ms. or Mr. unless the reader has a professional title. Dr., Rev., Prof., and Senator. Use a complete name if you don’t know gender. Lee Sandersinstead ofMr.or Ms. Sanders. When you don’t know the reader’s name or gender, use The reader’s position or job title. Dear Human Resources Manager The general group to which the reader belongs. DearConcerned Citizen Courtesy Titles

18. EMAIL: cypress@grid.com 5090 Katella Avenue PHONE: (310) 329-4330 Anaheim, CA 92642 FAX: (310) 329-4259 May 18, 2001 Ms. LaTonja Williams Health Care Specialists 2608 Fairview Road Costa Mesa, CA 92627 Dear Ms. Williams: SUBJECT: FORMATTING BUSINESS LETTERS Cypress Associates, Inc. Letterhead 2 inches from top of page, depends on ltrhead Dateline Salutation Inside Address 1 blank line 1 blank line 1 blank line Subject Line Business Letters: Block Formatting

19. Complimentary Closing 1 blank line 1 blank line Printed Name 3 blank lines Reference Initials Business Letters: Block Formatting Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Proin condimentum. Mauris sit amet ligula. Curabitur velit odio, aliquam nec, viverra vel, tincidunt at, odio. Fusce a libero. Nullam felis. Suspendisse vitae diam ut eros tristique mattis. Cras sapien. Curabitur mi. In ac leo vitae quam sodales nonummy. Mauris quis odio. In porta, augue consectetuer dictum volutpat, enim dui auctor ante, nec rhoncus lectus magna ut nunc. Sincerely, Sharon Montoya Sharon Montoya SM:mef

20. Use Ms. or Mr. unless the reader has a professional title. Dr., Rev., Prof., and Senator. Use a complete name if you don’t know gender. Lee Sandersinstead ofMr.or Ms. Sanders. Courtesy Titles