1. Prepared by Principal Lecturer - Tanya Regina Vatubua
WRITTEN DOCUMENTS : -
MEMORANDUM/MEMO
&
LETTER WRITING
(Job Interviews & CV)
Week 9
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

2. Prepared by Principal Lecturer - Tanya Regina Vatubua
Memorandum/Memo
Within an Organization
Widely used form of written communication
Content – one subject/idea
Usually less than a page
“Short note FOR MEMORY”
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

3. Prepared by Principal Lecturer - Tanya Regina Vatubua
Memo Headings
Layouts and headings are a variety
Standard headings are Company Name, Memo, To, From, Date and Subject.
Reference notations, telephone extensions, ‘enclosure’(enc.), ‘copy to’(CC) can be used.
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

4. Prepared by Principal Lecturer - Tanya Regina Vatubua
Language
Tone & style is influenced by a variety of factors:
nature of the message
position and authority of the receiver
interpersonal relationships
context of the message
Keep simple and unambiguous
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

5. Prepared by Principal Lecturer - Tanya Regina Vatubua
The Format of a Memo
COMPANY NAME
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT: ________________________________________________________________________________________________________________________________________________________________________________________________________________
Initials of the writer
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

6. Prepared by Principal Lecturer - Tanya Regina Vatubua
Advantages
Reach receivers who are temporarily unavailable
Saves money & time
Complex info can be sent & retained
Reaches many people at one time
Provides a written record
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

7. Prepared by Principal Lecturer - Tanya Regina Vatubua
When To Send A Memo?
When subject is for many people
Submitting regular reports
Sharing business ideas or summarizing discussions
Personal messages to individuals or groups
To stimulate thinking or action
When the timing or political climate is right.
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

8. Prepared by Principal Lecturer - Tanya Regina Vatubua
When NOT To Send A Memo
Face to face communication is better
You have nothing pertinent (relevant) to say
Emotions are running too high (do not write in ANGER)
You have more important duties or priorities
Timing or the political climate is wrong (do not jump in too fast or be too hasty)
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

9. Prepared by Principal Lecturer - Tanya Regina Vatubua
Types of Memorandums
Announcement Memo
Confirmation Memo
Request Memo
Self-Protection Memo
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

10. Prepared by Principal Lecturer - Tanya Regina Vatubua
I). ANNOUNCEMENT MEMO
large audience
interest of everyone is affected
sent through internal mail (electronic)
requires no reply
ii). CONFIRMATION MEMO
confirms in writing what was agreed to by both
contains specific info about dates, places, roles, outcomes, etc
secured in file for future reference
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

11. Prepared by Principal Lecturer - Tanya Regina Vatubua
iii). REQUEST MEMO
notes the writer’s expectations
request for action
strong element of accountability
iv). SELF-PROTECTION MEMO
writer wishes to put disagreement with org policy on record
usually copied to persons other than the person addressed.
could cause ill-feelings
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

12. Prepared by Principal Lecturer - Tanya Regina Vatubua
Letter Writing
In your career, you will encounter letters which:
make requests
ask for specific information
confirm details already agreed
place orders
accompany other documents
reply to earlier letters
make claims/ complaints
refuse claims or requests, etc
apply for a job or seek promotion
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

13. Prepared by Principal Lecturer - Tanya Regina Vatubua
Types of Letters
Acknowledgement – reply to a letter once it is received
Complaint [Claim] – asking an org. for an apology or adjustment for re: error; be firm without being rude
Adjustment – written in reply to a letter of complaint
Covering [Transmittal] – to accompany & explain the purpose of printed material, e.g., for a Report, Proposal
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

14. Prepared by Principal Lecturer - Tanya Regina Vatubua
Confirmation – to confirm what had been agreed to
Inquiry – asks for info; should be specific, simple & brief
Request – asks for services; should be written in advance
Order – used by companies & people to order goods & services
Application – finding job/ job hunting; accomp. CV, etc
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

15. Principles of Letter Writing - the 10 Cs
Clarity - write clear sentences
Completeness – incl. all essential info
Conciseness – brief & precise
Concreteness – be specific
Correctness - avoid errors in spelling, names, etc
Courtesy – be courteous & friendly
Consideration – “you” attitude; consider the reader
Coherence – logical linking of sentences & para
Candidness – be honest & sincere about yourself
Compulsion – positive writing to compel reader
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

16. Simple Format (differ for diff. letters)
Full block (Open punctuation)
Sender’s address (no name)
Date
Receiver’s address
Salutation
Subject line (Underlined & or Capitalized)
Paragraphs
Complementary Close
Signature
Name in Print
Designation
Encl.
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

17. Prepared by Principal Lecturer - Tanya Regina Vatubua
Points to remember on Written Documents:
Writing is a reflection of image and character
“Real professionals seek careers, not mere jobs” (David Maister)
Do NOT repeat points that are contained in a CV.
Concentrate on your most impressive highlights for the particular job that you are applying for.
Use simple language, correct grammar and no jargons.
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

18. Prepared by Principal Lecturer - Tanya Regina Vatubua
JOB INTERVIEWS
BE REAL, HONEST, SINCERE AND BE PREPARED….
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

19. Prepared by Principal Lecturer - Tanya Regina Vatubua
Before The Interview
1. Get information – find out about the company
4. Plan your journey – make a dummy run
2. Prepare Questions – try to think of ?s you may be asked.
5. Prepare your Outfit –
Prepare something suitable & comfortable
3. Compile your FILE –
CVv, references, transcripts, etc….
6. Get ENOUGH Sleep – lots of R & R…
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

20. Prepared by Principal Lecturer - Tanya Regina Vatubua
Things to do & not do
DOS
DONTS
Arrive mins early
Sit until you are invited
Give your name to the receptionist
Slouch or fidget in your chair
Relax, stay calm and breathe
Smoke
Be polite and friendly – SMILE
Criticize your former employer/s
Look interested
Interrupt the interviewer/s
Answer questions fully
Boast
Tell the TRUTH
Draw attention to your weaknesses
Speak clearly
SWEAR or SLANG
Sell yourself – good points
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua

21. Prepared by Principal Lecturer - Tanya Regina Vatubua
Writing at work is judged and it reflects
Your personality, Attitude, Professionalism, Education and Credibility
Choose you words carefully and wisely.
Think before you write.
Preparation and research is important in both writing and job interviews.
Be yourself yet do it professionally.
11/9/2018
Prepared by Principal Lecturer - Tanya Regina Vatubua