1. Memos and Letters Prof. Q

2. Overview  Memo Basics  Tone  Parts  Format  Types of Memos  Letter Basics  Tone  Parts  Formats  Types of Letters

3. Memo Basics  The most traditional form of workplace communication.  Often turned into PDF files and attached to e-mail messages.  E-mails sometimes are formatted as memos.  Print memos are more formal than e-mail memo communications.  Use white space and headers

4. Tone  Depends on Audience  To a supervisor?  To a team that works under you?  Direct Approach – Makes a claim or point, then presents the data.  Indirect Approach – Lays out the details over various sentences.  Mode of Delivery

5. Memo Parts and Format  Word “MEMORANDUM” on header.  Header including: To, From, Date, Subject (sounds familiar?)  Opening Paragraph: Straight to the Point  Body Paragraphs: provide detail, outline course of action.  Concluding paragraph thanks the reader.  Copy notation (“cc” in e-mail)

7. Types of Memos  Transmittal Memo – Accompanies materials.  Summary / Follow-Up Memo – Provides a record of a conversation.  Informal Memo – For announcements or updates.

8. Follow Up Memo

9. Transmittal Memo

10. Informal Memo

11. Questions?

12. Letter Basics  Formal  Professional  Reasoned  Carefully Constructed  Represents You and Your Organization  Serve as Official Notices  Signature Serves as Approval

13. Tone  Use a “you” perspective  Be polite and tactful  Use plain English  Consider the needs of International Readers  Be direct for good news  Be indirect for bad news

14. Parts and Standard Format  Notes:  Double-Space Between Section  Double-Space Between Paragraphs  Four Spaces Between Comp. Greeting and Signature  Align Everything to the Left  Heading  Date and Sender’s Address – Omit Your Name  Inside Address  Salutation  Body Text  Introductory Paragraph  Discussion  Concluding Paragraph  Complimentary Greeting  Signature  Your Name  Typist’s Initials (if it applies)  Enclosure Information

15. Parts and Block Format  Heading  Date and Sender’s Address – Omit Your Name  Inside Address  Salutation  Body Text  Introductory Paragraph  Discussion  Concluding Paragraph  Complimentary Greeting  Signature  Your Name  Typist’s Initials (if it applies)  Enclosure Information  Notes:  Four Spaces Between Addresses  Double-Space Between Section  Double-Space Between Paragraphs  Four Spaces Between Comp. Greeting and Signature  Align Everything to the Left

16. Parts and Modified Block Format  Heading  Date  Sender’s Address – Omit Your Name  Inside Address  Salutation  Body Text  Introductory Paragraph  Discussion  Concluding Paragraph  Complimentary Greeting  Signature  Your Name  Typist’s Initials (if it applies)  Enclosure Information  Notes:  Four Spaces Between Addresses  Double-Space Between Section  Double-Space Between Paragraphs  Four Spaces Between Comp. Greeting and Signature  Align Date, Sender’s Address, and Closing to the Right

17. Types of Letters  Inquiry Letters  Claim Letters  Sales Letters  Adjustment Letters  Samples:  P. 207 - 213

18. Questions?

19. Class Activity  I.  Select one of the types of letters discussed today.  Find a Microsoft Office letter template.  Discuss how the template might or might not work for your chosen letter type.  II.  Coordinate with a classmate and select an uncomfortable or troubling topic.  Write a memo explaining the issue.  Compare your memo to your classmate’s memo in terms of format, style, and tone.