Letters, Memos, and Emails by vww89216

VIEWS: 19 PAGES: 14

									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.

								
To top