Memos and LettersProf. Q

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

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

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

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)

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

Follow Up Memo

Transmittal Memo

Informal Memo

Questions?

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

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

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

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

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

Types of Letters Inquiry Letters Claim Letters Sales Letters Adjustment Letters

Samples: P. 207 - 213

Questions?

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.