Letters, Memos, and Emails
The Letter
(Used generally outside the organization)
Return Address
Date
Inside Address
Salutation
Body
Complimentary Close
Signature
Reference Initials
Enclosures
Copies
The Memorandum
(Used within the organization)
To: Name, position
From: Name, position
Date:
Re:
No signature is required
The Perfect Letter and Memo will
employ the following:
A “You” attitude (Know your audience!)
A three paragraph structure (minimum)
A Beginning paragraph that Informs and is
Positive
A Middle paragraph(s) that makes the major
point(s) and employs Numbering or Bullets
An Ending paragraph that Summarizes and
Points the Way Ahead
Concise language and good grammar
Things to do in Letter and Memo Writing
Use proper letter or memo format
Say something positive in your introduction
Introduce numbering/bullets from a middle
paragraph
Use a colon to introduce numbering/bullets
Ensure correct parallelism in your numbering
Write as you would speak
Use a “you” attitude: what’s in it for the
reader?
Use a short concluding paragraph
Things to do in Letter and Memo Writing
Be positive: eliminate negative references “I’m sorry I
could not”, “I hope this has not inconvenienced you”
Sound like an equal, not a parent: be courteous
Write as you would speak: avoid business jargon like “It
has been brought to my attention”, “Please feel free to”
Spell correctly: receive, unfortunately, occasion,
sincerely, inconvenience, etc.
Use “myself” very rarely: Wrong: “Mr. Jones and myself
are going home.” Wrong: “He took Joan and myself
home.”
Common Business Writing Errors
Yours Sincerely / Yours Truly
Dear Ms. Smith;
Although I do not…
Convience, recieve
It has been brought to my
attention…
Benefits of workplace Email
Better for the environment
Faster
Easily tracked
When writing workplace Emails:
Consider your audience
No “texting”
Clarity, length
privacy
When writing workplace Emails:
Pay attention to format
Subject line
Precision
Punctuation, Grammar,
Spelling
Punctuation
Here’s a classic example to illustrate the importance of
punctuation – it’s been around for sometime – I wish I
could claim credit for it, but I can’t:
Version 1
Dear Jon:
I want a man who knows what love is all about. You are
generous, kind, thoughtful. People who are not like you
admit to being useless and inferior. You have ruined me for
other men. I yearn for you. I have no feelings whatsoever
when we’re apart. I can be forever happy – will you let me
be yours?
Gloria
Punctuation
Version 2
Dear Jon:
I want a man who knows what love is. All about you
are generous, kind, thoughtful people, who are not
like you. Admit to being useless and inferior. You have
ruined me. For other men, I yearn. For you, I have no
feelings whatsoever. When we’re apart, I can be
forever happy. Will you let me be?
Yours,
Gloria
Spelling
Why Spelling Chequers are Knot Too Bee Trusted
Eye have a spelling chequer
It came with my pea see
It plainly Marx four my revue
Miss steaks I cannot sea.
I’ve run this poem threw it,
I’m sure your please to no
Its letter perfect in it’s weigh
My chequer tolled me sew
“Ewe can bee rite and wrong at the same thyme!”
When writing workplace Emails:
Consider the medium
Does your message need to be secure?
Is your e-mail of a sensitive nature?
You cannot ensure your e-mail will only
be read by its intended recipient.