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

Basic Forms of Paper Communication In the business setting, two basic forms of paper communication are used: Memoranda Business Letters

Memos A memo is a less formal type of document used within a company or organization A memo is used primarily to advise people of procedures, procedural changes, or disciplinary issues A memo contains a title (the company name and the word ‘Memorandum’) at the top, centered A memo contains lines for the following: To: From: Date: Subject:

Subject Lines The subject line in a memo (and an ) 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, Technology Design for Weil Computer Labs

Business Letters A business letter is used between individuals who work for different companies (the engineering firm and the client or two engineering firms collaborating on a project, for example) A business letter is more formal in its structure and is printed on company letterhead (with sender’s address) A business letter contains the date, the recipient’s name and address, a salutation, the body of the letter, a complimentary closing, a signature and typed name of the sender, and the names of those receiving copies of the letter

Effectively Organizing Letters, Memo, and

Organizational Pattern Introduction Body of Message Conclusion

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

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

Conclusion (Goodwill closing) Convey “next step” information Offer contact information Thank recipient for attention, consideration, etc.

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