Formats for Letters and Memos The Three-Way Writing Process

Formats for Letters and Memos

Letters and Memos Letters normally are sent to people outside your organization. Memos go to other people in your organization.

What is the difference between letters and memos? Format

Differences between Letter Formats Block Modified Block Date and signature block Lined up at left margin Lined up ½ or 2/3 over to the right. Paragraph indentation None Optional Subject line Rare

How should you set up letters? Use block or modified format Use the same level of formality in the salutation Use the standard complimentary closes (e.g. Sincerely, Cordially) Use colon ( : ) in the salutation and comma ( , ) for the complimentary close

Seven Standard Parts of a Business Letter 1. Date -the date is put at the top of the page for any business communication. 2. Address -the address of the person receiving the correspondence includes formal name, street address, city, state and zip code. 3. Salutation -is the formal way of addressing the person. Common salutations are Dear or To Whom It May Concern. 4. Introduction -introduces the subject of the letter - is a summary in a sentence or two that explains what the goal of the letter is.

Seven Standard Parts of a Business Letter 5. Body of the Letter -explains in detail all aspects of what is being communicated. 6. Closing -summarizes what the letter was about and any next steps or action items -gives the reader a heads up that the communication is coming to a close. 7. Signature has complementary closing. Examples are Sincerely, Warmest Regards, Respectfully Yours, Very Truly Yours, or Cordially Yours.

Block Format on Letterhead - is most frequently used for business letters. Modified Block Format creates a visually attractive page by moving the date and signature block over into what would otherwise be empty white space. is a traditional format.

Block Format on Letterhead

Modified Block format on Letterhead

Modified Block Format without Letterhead

When you know the Reader’s Name and Gender Use courtesy titles that do not indicate marital status: Mr. for men and Ms. For women. 2. Use professional titles when they are relevant. E.g. Dr. Kristen Sorenson Rev. Robert Townsley 3. Use the title a woman prefers to be addressed as Mrs. Or Miss.

When You Know the Reader’s Name but Not the Gender Call the company and ask the receptionist. Use the reader’s full name in the salutation E.g. Dear Chris Cowell: Dear J.C. Meath:

When You Know Neither the Reader’s Name Nor the Gender 1. Use the reader’s position or job title E.g. Dear Load Officer: Dear Registrar: 2. Use a general group to which your reader belongs: E.g. Dear Investor: Dear Admission Committee: 3. Omit Salutation and use a subject line in its place: Subject: Recommendation for Ben Wandell

How should you set up memos? standard memo format mimics block format but has no salutation, close, or signature. No indentions Subject lines are required; headings are optional The first letter of the reader’s name, the writer’s name and the subject phrase are lined up vertically. Usually initialed by the To/From block

Memo format on plain paper

Memo Format on memo letterhead

The Three-step Writing Process Plan Write Complete

1. Plan Analyze the Situation Define your purpose and develop an audience profile. Types of purposes: to inform, persuade, collaborate, initiate a conversation. Gather Information Determine audience needs and obtain the information necessary to satisfy those needs. Select the Right Medium Select the best medium for delivering your message (e.g. Oral, written, visual electronic) Organize the information Define your main idea, limit your scope, select a direct or an indirect approach, and outline your content.

Outlining your content First major point A. First subpoint B. Second subpoint 1. Examples and evidence 2. Examples and evidence a. Detail b. detail 3. Examples and evidence C. Third subpoint II. Second major point 1. Examples and evidence 2. Examples and evidence The particular Message is divided Into two major points I and II. Subpoint B is Supported with three sets of examples and Evidence, the second of which is further subdivided with two detail sections The first major Point is divided into Three subpoints A, B and C.

Evaluate the subject and the organization of the letter below.

Evaluation The subject is vague. First paragraph starts off with an irrelevant discussion, doesn’t explain what research this refers to, and fails to introduce the topic of the message. The second paragraph introduces the topic but then shifts to an irrelevant discussion (it makes a good point about unlimited liability, but the point is buried in irrelevant material). The third paragraph is the main idea, that the pair should incorporate, is buried in the middle of the message. By jumping from partnership to incorporation, back to partnership, and then back to incorporation again throughout the course of the message, the writer forces the reader to piece together the comparative evidence herself.

Improved Uses the e-mail subject line to state the topic (incorporation vs. partnership) and the main idea (incorporation is the better choice). First paragraph: Provides context by referring to a previous conversation and then states the main idea. Second and Third paragraphs: Supports the main idea by showing how the disadvantages of partnerships outweigh the advantages. Fourth paragraph: Continues to provide support by explaining how incorporation overcomes all three key disadvantages of partnerships. Last paragraph: Completes the comparison by identifying two disadvantages of incorporation but states that these are outweighed by the advantages.

Practice: Outlining Problem: Increased Unemployment Rate of Malaysians Fresh Graduates What do you think can be done to help solve this problem?

2. Write Adapt to Your Audience Be polite. Use positive emphasis and unbiased language. Establish credibility. Project your company’s preferred image. Use a conversational tone, plain English, and appropriate voice. Compose the message Choose strong words that will help you create effective sentences and coherent paragraphs.

3. Complete Revise the Message Produce the Message Proofread the Message Distribute the Message Revise the Message Evaluate content and review readability, edit and rewrite for conciseness and clarity. Produce the Message Use effective design elements and suitable layout for a clean, professional appearance. Proofread the Message Review for errors in layout, spelling, and mechanics. Distribute the Message Deliver your message using the chosen medium; make sure all documents and all relevant files are distributed successfully.

Comprehension Questions What are the three steps in the writing process? What is the difference between the topic of a message and its main idea? Considering how fast, easy, and inexpensive they are, should electronic media messages completely replace meetings and other face-to-face communication? Why or why not?

Practice: Perfecting your Writing Specific Purpose: For each of the following communication tasks, state a specific purpose. An email message to employees about the office’s high water bills A blog posting to customers and the news media about your company’s plans to acquire a competitor A podcast to new users of the company’s online content management system A report to your boss, the store manager, about the dated items in the warehouse A phone call to a supplier to check on an overdue parts shipment A letter to a customer who is supposed to make monthly loan payments but hasn’t made a payment for three months.

Audience Profile For each communication task that follow, write brief answers to three questions: Who is my audience? What is my audience’s general attitude toward my subject? What does my audience need to know?

Audience Profile A final-notice collection letter from an appliance manufacturer to an appliance dealer, sent 10 days before initiation of legal collection procedures A promotional message on your company’s retailing website, announcing a temporary price reduction on high-definition television sets An advertisement for peanut butter A letter to the property management company responsible for maintaining your office building, complaining about persistent problems with the heating and air conditioning A cover letter sent along with your resume to a potential employer A request (to the seller) for a price adjustment on a piano that incurred $150 in damage during delivery to a banquet room in the hotel you manage

Homework Planning: Identifying Your Purpose; Media Skills: Email 1. Identify three significant communication tasks you’ll need to accomplish in the next week or two (for example, a homework assignment, a project at work, a meeting with your lecturer, or class presentation). List general and specific purpose for each communication task.

2. Critique the Professionals Locate an example of professional communication in any medium that you think would work equally well – or perhaps better --- in another medium. Write a brief analysis (no more than one page) of the company’s media choice and explain why your choice would be at least as effective. Use whatever medium and be sure to cite specific elements. Present to class your findings.