Routine Business Correspondence Letters, Memos, and s

Planning for Routine Correspondence Purpose What is my purpose? What do I need to say? What do I want? Audience Who is the primary/secondary audience? How might they react? What do they know/need to know? Genre What genre is best? What are the conventions of that genre? Organization How will I organize an outline? What does the genre mean to organization? Style What tone? Mood? Visual characteristics? PAGOS

Overview s – 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 ed or sent as a memo

Do s REALLY matter? contributes to “ethos” Is a relationship tool Reflects on YOU and your organization

From: To: CC: Subject: [ENC ] can U plz send me the assinments?????? s (2 real examples)

From: To: CC: Subject: [ENC2210.xxx] HERES MY PROJECT. CAN YOU TELL ME WHATS WRONG THX!!!

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

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 address Do –Proofread –Check for tone –Check for a response –Use a good subject line

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

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

Memos: Organization 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. 4 Parts: heading, opening, body, closing

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

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

Memos: Formatting 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 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 Single spaced paragraphs, additional space between paragraphs align Do not sign double spaced

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

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

Courtesy Titles Use Ms. or Mr. unless the reader has a professional title.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.Use a complete name if you don’t know gender. –Lee Sanders instead of Mr. or Ms. Sanders. When you don’t know the reader’s name or gender, useWhen you don’t know the reader’s name or gender, use –The reader’s position or job title. Dear Human Resources ManagerDear Human Resources Manager –The general group to which the reader belongs. Dear Concerned CitizenDear Concerned Citizen

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

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Courtesy Titles Use Ms. or Mr. unless the reader has a professional title.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.Use a complete name if you don’t know gender. –Lee Sanders instead of Mr. or Ms. Sanders.