1. BUSINESS COMMUNICATION SECOND CANADIAN EDITION
Copyright by John Wiley and Sons, 2006
BUSINESS COMMUNICATION SECOND CANADIAN EDITION
Part II: Letters, memos, , and other brief messages
Chapter Five: Writing memos and
Original Slides by Gates Stoner Pima Community College Adapted by Alan T. Orr

2. Objectives of this Chapter
Copyright by John Wiley and Sons, 2006
Objectives of this Chapter
Appreciate the importance of memos in business communication
Examine common types of business memos
Benefit from the advantages of using
Be aware of when is not effective
Learn how to write successful s

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Effective Messages
Every word you write helps create your business identity
Spelling and grammar errors reduce your credibility with readers
Rushed memos and s are ineffective

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Effective Messages
Good memos and s share common characteristics
Clear / Free of ambiguity
Appropriate length
Written for your audience
Business voice
Constructive language

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Language Choices
Negative
Positive
You failed to notice
You neglected to mention
You overlooked the fact
If you persist in
I see no alternative but
May I point out that
We can also consider
One additional fact is
If you choose to
Our clear plan of action

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Four Common Errors
Ambiguity created by being too brief
Too casual
Long-winded
Hinting at information instead of stating it

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Common Types of Memos
Policy
Notice of Change
Update
Inquiry

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Memo Formats
Common elements
Letterhead To
From
Date
Subject
Body
Valley Pines PR
Memo
To: All Account Representatives
From: Stanley Morgan, President
Date: December 6, 2018
Subject: New Clients
Donec dolor mi, lobortis malesuada, fermentum id, cursus a, ligula. Nulla eleifend, ligula et dapibus adipiscing, est diam pellentesque massa.

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To or Not to
is effective for sending and receiving news and information when live interaction isn’t needed or wanted.
Interoffice memos
Requests
Inquiries
Keeping in touch
Routine business transactions
Status reports and news
Recaps of agreements and discussions
Invitations to share ideas
Simple feedback on others’ work

10. Inappropriate Uses of Email
Copyright by John Wiley and Sons, 2006
Inappropriate Uses of
Feedback on performance
Sensitive issues
Soliciting support for important issues
Resolving conflicts
Beware of the possibility of flame wars and hostile communication

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E-Etiquette
Avoid unnecessary and large attachments
Include the message to which you are replying
Use “Reply All” and “Carbon Copy” (cc) very rarely
Be careful of jokes and ridicule

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Tips
Be clear and concise
Use a business voice
Remember your audience
Proofread
Think twice before hitting “Send”

13. Copyright by John Wiley and Sons, 2006
Copyright Notice
Copyright © 2013 John Wiley & Sons Canada, Ltd. All rights reserved. Reproduction or translation of this work beyond that permitted by Access Copyright (The Canadian Copyright Licensing Agency) is unlawful. Requests for further information should be addressed to the Permissions Department, John Wiley & Sons Canada, Ltd. The purchaser may make back-up copies for his or her own use only and not for distribution or resale. The author and the publisher assume no responsibility for errors, omissions, or damages caused by the use of these programs or from the use of the information contained herein. All clipart and photos courtesy of Microsoft.com