1. Memos and Letters 2/18/2008

2.  Most routine business writing falls into three categories: memos, letters and e-mail. Each type of document has its own writing conventions. However, in this presentation only memos and letters will be discussed.

3.  Memoranda  Letters

4.  A memorandum is an internal channel of communication. They travel within a company between and among employees.  Memos communicate changes in policy, notification, brief reports and queries.

5. The design includes: 1. The recipient’s name 2. The sender 3. The date 4. Subject line

6. TO: All staff FROM: Irma Brown, CEO, Finn Services DATE: July 27, 2003 SUBJECT: Agenda for Tuesday’s meeting. A meeting will be held on Tuesday,29 th of July at 3p.m in the cafeteria. The key issues are customer service preparation for the holiday season, advertising campaign suggestions, new retirement plan options, and changes in stocking procedures. Please prepare responses for discussion. Thank you.

7.  Memos should be short and to the point.  Memos should never be brusque as to seem rude.  Memos don’t contain salutation or complimentary close.  The body of a memo should resemble a letter in appearance.

8.  Written records  Communication aids  Feedback channels

9.  Pretend that you are the manager of an organization. There has been some issues regarding lunch time and the way in which workers dress for work.  Write a memo to employees reminding them about the importance of dress and work hours policies.

10.  Use the introduction to create a rapport with your audience, detailing the message goal as clear as possible.  The body should explain the reasons for the message and offer information to clarify its purpose. Use enhancements such as subheadings and bullets- use them sparingly.

11.  The close can contain a call to action and a goodwill statement. The call to action tells the audience exactly how to respond to the message. It includes due dates, locations, duties, and materials that the receiver should prepare ahead of time. The goodwill statement reassures the receiver that you care about his or her opinion and often requests feedback.

12.  Letters are external, written channel of communication (although used internally).  They serve several purposes, among them requests, claims, adjustments, rejections, reports, sales and goodwill responses.

13. Letterhead Stationery or sender’s address.Most companies have their own preprinted letterhead that includes all contact information for the sender. DateType the date the letter was written 2 to 3 lines below the letterhead. Recipient’s addressType the name and address of the speaker 4 to 6 returns below the date; enter the recipients name (line 1), company name or position title (line 2), street address (line 3), and city, town (line 4). Return twice before the salutation (one blank space) Salutation: terms of address.Double spaced below the recipient's address. Enter a salutation, usually “ Dear Mr.________ “, or “Dear Ms_______” Subject LineThe message goal. It is typed one blank line below the salutation in all caps.

14. BodyThe body of the message must be single spaced, with one blank line between paragraphs. Complimentary closeLetters should end with a traditional close such as “Sincerely,” “Faithfully”. Leave three blank spaces between the close and the signature lines. The space below the close allows you to sign the letter. Addenda Enclosure notation: Use this item if you are enclosing something with the letter (receipts, contracts, copies, etc.). The notation should look like this: Enclosure or enclosures; Enc. Or Encs. Courtesy copies: If you are sending a courtesy copy of the letter to another person, return two times after enclosure notation, if there is one. Key in “cc” followed by the individual’s name: cc Lasha Brown.

15. Addenda -Blind copies: Return two times after notation. Key in blind copy notation like this, bcc Mary John. Use this notation if you are sending a copy to another person but prefer that the receiver of your letter not you.

16. There are two common structures for business letters:  Full block style- everything begins at the left margin.  Semi-blocked- the date and the closing lines begin in the middle, while the other components remain at the left margin.

17. 1. The opening paragraph- puts the message into context. This can be done by:  Acknowledging the date, receipt and subject of any received correspondence.  Supplying the reason for the letter being written  Providing essential names, dates, locations or other data to put the message into context.

18.  The middle paragraph develops detailed message. This is logically and briefly done. For example, the precise nature of the complaint maybe described, the benefits of goods for sales listed and so on.  To aid impact, some data maybe displayed in tabular form, perhaps as a table of discounts, schedule of price benefits and so on.

19.  The closing paragraph is to state simply and clearly what action the writer needs from the recipient. This is followed by a courteous closing statement.

20. I DEADecide upon the principal aim(s) of the letter. M ethodStructure the letter’s main point in a plan P aragraphsFollowing the opening, middle and closing scheme R ecipientRemember who will receive the letter E mphasisGuide the letter’s progress to its action statement S tyleEmploy a style appropriate to the letter’s aim(s) S afetyCheck the letter for errors or omissions before dispatch.