Objectives 1 To differentiate between a business letter

Objectives 1. To differentiate between a business letter and a memo. 2. To distinguish the format of a business letter or memo. 3. To analyze the different means by which business documents can be distributed. 2

Main Menu • Business Letters • Memorandums 3

Business Letters 4

Business Letters & Memos • Are the two most common forms of communication in businesses • Can be used to convey a message to a single person or a large group • Can be quickly distributed through the office using today’s technology, including e-mail and laser printers 5

Business Letters • Are more formal letters, often used to apply for jobs and pass along or request information • Require compressed and concise writing • Should be written under the assumption the audience has little time to read it, keeping it short and to the point • Are often the first impression made as they are often used to communicate with people prior to meeting – be sure to use good grammar and proper punctuation 6

Punctuation • May be either open or mixed in letterheads – open punctuation: no punctuation after the salutation or closing parts of a letter • ex. – Dear Mr. Trinh Sincerely – mixed punctuation: involves placing a colon after the salutation and a comma after the closing • ex. – Dear Mr. Trinh: Sincerely, 7

Attaching the Pages • Is commonly accomplished by using either a paperclip or staple • Using a paperclip allows for freedom of the recipient to detach the pages, useful when editing or needing to compare the pages • A staple limits the functions offered to the recipient as it is more permanent than a paper clip and does not easily allow for pages to be separated – however, staples do offer a more secure attachment than paperclips 8

Components of Business Letters • Include the following: – – – heading date inside address salutation body closing author’s name author’s title typist’s initials enclosure notification copy notification 9

Headings • May include the following: – sender’s address – company letterhead 602 Einstein Circle Atomsville, YS 57985 March 24, 2010 Mr. Alex Trinh Echo Communications 424 Atomic Circle Atomsville, YS 57985 10

Sender’s Address • Is not mandatory, but is recommended • Should be placed two inches from the top of the page – may go directly after the closing signature instead • Includes only the sender’s street address, city and zip code TOP MARGIN 2” 602 Einstein Circle Atomsville, YS 57985 March 24, 2010 Mr. Alex Trinh Echo Communications 424 Atomic Circle Atomsville, YS 57985 11

Letterheads • Are located at the top of letters and envelopes • Usually contain the name and logo of the company or person sending the letter – may include the address, telephone number or other contact information • Allow letters to be more professional looking as it designates the letter is an official document 602 Einstein Circle Atomsville, YS 57985 March 24, 2010 Mr. Alex Trinh Echo Communications 424 Atomic Circle Atomsville, YS 57985 12

Example Heading TOP MARGIN 2” SIDE MARGINS 1” 602 Einstein Circle Atomsville, YS 57985 4 Spaces March 24, 2010 4 Spaces Mr. Alex Trinh Echo Communications 424 Atomic Circle Atomsville, YS 57985 2 Spaces Dear Mr. Trinh: 13

Date • Specifies the day the letter was written • Refers to the day the letter was completed if it was written over the course of several days • Should be written in American format when sending the letter within the United States – example: March 24, 2010 • Should be placed four spaces below the sender’s address or letterhead 14

Inside Address • Is the recipient’s address • Should be addressed to a specific person • Includes personal titles before the name, such as Mr. , Ms. or Dr. • Should be placed four spaces below the date – example: Mr. Alex Trinh Echo Communications 424 Atomic Circle Atomsville, YS 57985 15

The Salutation • Should include the same name used in the inside address • May be limited to a first name if you know the person and usually address them by this name, otherwise use the full name and title • Should be placed two spaces below the inside address • Can be generic if there is no specific contact – example: To Whom It May Concern: 16

The Body • Contains the paragraphs discussing the point of the letter • Should be written using a concise, to-the-point tone • Consists of different amounts of paragraphs depending on the length of the letter • Should begin two spaces below the salutation 17

The Body Paragraphs • Should be structured and contain the following information: – first paragraph • friendly opening followed by a statement of the main point – intermediate paragraph(s) • provide justification for the main point of the letter as well as providing background information and supporting details – closing paragraph • restate the overall purpose of the letter and request action if necessary 18

Personal Pronouns • Play an important role in business letters as they allow the two parties to identify one another – the reader can be referred to as you and the writer can refer to themselves as I • Include words such as I, we, our and your • Should be used carefully – collective pronouns such as we or they should be used sparingly as these are ambiguous, instead state the company or party’s name Ambiguous: to not give a definite meaning, allowing for multiple interpretations 19

Closing • Should be aligned vertically with the header • Is located two spaces below the final body paragraph • Consists of a short statement expressing gratitude or sincerity and the sender’s typed name – only capitalize the first letter • Leave four spaces between the statement and the sender’s name for a signature 20

Typist’s Initials • Are placed two spaces after the closing 21

Enclosure Notification • Accounts for any additional papers included, such as a résumé • Is indicated by typing “Enclosures” two spaces below the closing • May or may not be individually listed on the letter – it’s a good idea to list the document names if many documents are enclosed to ensure the recipient is aware of each 22

Copy Notification • Account for any copies of the letter sent to other recipients • Is indicated by “cc: ” and the additional recipients’ names • Is placed two spaces below the enclosure notification 23

Business Letter Spacing TOP MARGIN 2” SIDE MARGINS 1” 4 Spaces 2 Spaces 4 Spaces 24

Letter Formats • Vary depending on the style in which you write your letter • Include the following: – block – modified block – semi block 25

Block Format – Includes the following: • single spaced • all parts left justified • one space between each paragraph • no indention at the beginning of paragraphs 26

Modified Block Format – Includes the following: • single spaced • date, closing and sender’s name begin at the center of the page • all other elements are left justified • one space between each paragraph 27

Semi-Block Format – Includes the following: • single spaced • all parts left justified • one space between each paragraph • indent all paragraphs 28

Business Letters Assessment 29

Assessment 1. Which of the following is true of business letters? A. They require embellished and verbose writing B. They should be written with the assumption the audience can spend plenty of time reading C. They are often used to communicate with people prior to meeting D. They are informal notes used to share personal information 2. Which of the following describes mixed punctuation in letterheads? A. When no punctuation is used after the salutation or closing B. When emoticons are used C. When any type punctuation is used two or more times D. When a colon is after the salutation and a comma is after the closing 30

Assessment 3. Where should the date be placed in a letter? A. At the top, above all other elements B. Four spaces below the sender’s address or letterhead C. Four spaces below the recipient’s address D. At the bottom, below all other elements 4. Charles is sending a letter to a company and does not know a specific contact’s name. Which of the following salutations is suggested for a situation such as this? A. Dear Mr. or Ms. B. Good morning or afternoon C. Greetings D. To whom it may concern 31

Assessment 5. Which of the following formats includes all parts being left justified and all paragraphs being indented? A. Modified block format B. Semi-block format C. Block format D. Traditional format 32

Memorandums 33

Memorandums • Are more frequently referred to as “memos” • Are commonly used for the following: – inform the reader of new information, such as policy changes or price increases – persuade the reader to take action, like attending a meeting or changing a procedure 34

Memos • Should be short as they are meant to be brief and read quickly • Are almost exclusively used within an office or company • Utilize common, every day rhetoric rather than more professional wording • Differ from business letters in that they do not have salutations or complimentary closings 35

The Audience • Should be carefully chosen – ensure only those needing to read the memo receive the document – if there is an issue with a single person, do not send a memo to the entire office, simply that person • Benefits most from memos when the group is smaller and it communicates company objectives 36

Subject Matter • Is important and should be monitored • should be meaningful information rather than every small occurrence • Varies depending on the issue – may be positive, encouraging workers to maintain the good work during stressful situations – may be negative, informing of policy or procedural changes to help improve productivity • Should be addressed face to face if it is too sensitive to send via memo 37

Memos • Are comprised of the following components: – heading – message – typist’s initials – enclosure notification MEMORANDUM TO: Staff FROM: Alex Trinh DATE: March 24, 2010 SUBJECT: Policy Change As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31 st. All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror. We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at ted@parking. com. mm enclosure 38

Heading • Includes the following entries: – – who it is addressed to who it is coming from the date the subject • Should begin with “MEMORANDUM” – all caps, bold and 16 point font • Format all other headings – all caps, bold and 12 point font MEMORANDUM TO: FROM: Alex Trinh DATE: March 24, 2010 SUBJECT: Policy Change As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31 st. All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror. We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at ted@parking. com. mm enclosure • Double space between headings Staff 39

Message • Should be brief and to the point MEMORANDUM TO: • Should be summarized in the first sentence – this is known as a “purpose statement” • Needs to include an explanation as to why the memo was written Staff FROM: Alex Trinh DATE: March 24, 2010 SUBJECT: Policy Change As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31 st. All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror. We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at ted@parking. com. mm enclosure – results from a situation – Because of Monday’s meeting… – reminders – The presentation on April 4… 40

The Message • Should not be full of text – condense paragraphs to lists or bullet points if possible • Is often written using an informal tone since it is distributed within a company • Needs to be professional and appropriate for the office at all times 41

Guidelines • For writing a memo depend on the format you choose – block format: flush left margin, ragged right margin and a space between the paragraphs – modified block format: flush left margin with indented first line, ragged right margin, no blank spaces between paragraphs 42

Block Format Example MEMORANDUM TO: Staff FROM: Alex Trinh DATE: March 24, 2010 SUBJECT: Policy Change As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31 st. All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror. We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at ted@parking. com. mm enclosure 43

Modified Block Format Example MEMORANDUM TO: Staff FROM: Alex Trinh DATE: March 24, 2010 SUBJECT: Policy Change As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31 st. All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror. We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at ted@parking. com. mm enclosure 44

Memo Spacing TOP MARGIN 1” MEMORANDUM TO: Staff 2 Spaces SIDE MARGINS 1” FROM: Alex Trinh 2 Spaces DATE: March 24, 2010 2 Spaces SUBJECT: Policy Change 2 Spaces As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31 st. 2 Spaces All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror. 2 Spaces We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at ted@parking. com. 2 Spaces mm 2 Spaces enclosure 45

Types of Memos • Include the following: – directive memo – response memo – trip report memo – field report memo 46

Directive Memos • State policies or procedures the writer wishes the reader to follow • Vary in length depending on how many issues need to be covered and to what degree of detail • Should begin with a clear statement as to why the memo is being sent, followed by justification for the statement MEM O TO: FRO M: DAT E: SUB JEC T RAN DUM St aff Ale x Tr M inh arch 24, : Po 201 licy 0 As a Cha res nge imple ult o m f the 31 st enting aparking. new lot c par onge All e king s m pro tion an p park cedu d fre ing sloyees w re w quen pot. il hich This l be iss will t accide We u p e go in nts, ass d If yo hope th shou a park to e we a ffect re u ha in is ne ld be g pa nex ve a w c lear ss wh t Mo ny q policy ly mm hun ich c nda uest will y, ions g fro orres h e lp or c m yo pon ommensure d ur re s to enclo ents safet arvie a de sure , ple y an s w m ase d ef irrorignated ema ficien . il Te t d at parking ted @pa practic rking es. . com. 47

Response Memos • Are sent in response to a question or information request • Contain four parts: – purpose statement explaining the memo is being sent to answer a question or supply requested information – summary of the information requested or answer to the question – discussion concerning any information which the writer feels should be stressed – action section explaining the action which the writer will take or feels should be taken to address the issue 48

Trip Report Memos • Are usually sent from a worker to a supervisor after returning from a business trip • Includes the same four categories as a response memo: – purpose statement explaining you are providing information on your trip – a summary of the trip, covering only the important points – discussion concerning any information needing to be addressed or highlighted – the action section stating any proposed changes or recommendations 49

Field Report Memos • Report on inspection and procedures • Include the problem, methods, results and conclusions – little time is spent explaining the methods • Are constructed through the following format: – – – – purpose of memo summary problem which resulted in performing the procedure methods results conclusion recommendations 50

Memorandums Assessment 51

Assessment 1. The term memo is shorthand for which of the following? A. Memorium B. Memorandum C. Memorized D. Memoirs 2. How do memos differ from business letters? A. They are more formal and contain more professional wording B. They are usually longer C. They do not have salutations D. They are only used for communication between companies 52

Assessment 3. Which of the following is NOT a component of memos? A. Inside address B. Typist initials C. Heading D. Enclosure notification 4. Which of the following describes a memo’s “purpose statement”? A. A part of the salutation which thanks the reader B. The first sentence of the message which summarizes it C. The last paragraph of the message stating any action required of the reader D. A notification of the people the memo was sent to 53

Assessment 5. Which of the following is NOT a type of memo? A. Field report memo B. Response memo C. Fact check memo D. Directive memo 54

Assessment 55

Assessment 1. Which of the following is NOT one of the parts of a business letter? A. B. C. D. Inside address Closing Executive summary Enclosure notification 2. Business letters and memos should be written using the same tone. A. True B. False 56

Assessment 3. Letterhead allows a letter to be more professional because it designates the letter is a(n) _____ document. A. B. C. D. Informative Urgent Confidential Official 4. What does the phrase “cc: John Smith” indicate when included at the end of a letter? A. B. C. D. Additional papers regarding John Smith are included John Smith wrote the letter as requested by the sender John Smith is an additional recipient of the letter The recipient should notify John Smith the letter was received 57

Assessment 5. Most letter formats require single spacing. A. True B. False 6. Memos are commonly used to _____ or _____. A. B. C. D. Scold; Punish Congratulate; Encourage Hire; Fire Inform; Persuade 7. _____ memos state policies or procedures the writer wishes the reader to follow. A. B. C. D. Directive Field report Response Trip report 58

Assessment 8. _____ memos are sent in response to a question or information request. A. Directive C. Response B. Field report D. Trip report 9. _____ memos are used to report on inspection and procedures. C. Response A. Directive D. Trip report B. Field report 10. ____ memos are usually sent from a worker to a supervisor after returning from a business trip. A. Directive C. Response B. Field report D. Trip report 59

Resources • (2007). Retrieved March 16, 2009, from Oregon State University: http: //oregonstate. edu • (2009). Retrieved March 16, 2009, from The University of North Carolina at Chapel Hill: http: //www. unc. edu • The Purdue Online Writing Lab. (1995 -2008). Retrieved March 16, 2009, from Purdue: http: //owl. english. purdue. edu • Welcome to Writing. (1993 -2009). Retrieved March 16, 2009, from Colorado State University: http: //writing. colostate. edu 60

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