business correspondence memo, fax, email

Seminar-Workshop on Business Correspondence

October 9-10, 2012Bureau of Fisheries and Aquatic Resources- IV-A,

Venue: National Irrigation Agency

WRITING EFFECTIVE BUSINESS

CORRESPONDENCE

•••••Memorandum•••••••••••••••••••••••••••••

Why learn about writing memos?

• Important form of corporate communication

• Clear and concise communication of complex subjects

• Writing style and approach applicable to other communications, such as email

Purpose of a memo

• “solve problems” by:– informing– persuading– refuting– arguing– analyzing– …

• Recipients: one person, several persons, one or more groups, a whole community

Purpose of a memo

• “solve problems” by:– informing– persuading– refuting– arguing– analyzing– …

• Recipients: one person, several persons, one or more groups, a whole community

Functions of Memos

Announcing a company policy or planChanging a policy or procedureOffering information (FYI)Setting an agendaMaking a requestExplaining a procedure or giving

instructionsClarifying or summarizing an issue

Functions of Memos

Alerting readers to a problem or a deadlineConfirming the outcome of a conversationCalling a meetingReminding readers about a meeting,

policy, or procedureCirculating minutes of a meeting

Functions of Memos

Providing documentationProviding suggestions or

recommendationsDocumenting, for your own protection,

what you did or did not doSummarizing a long report or proposalCongratulating a co-workerResigning your post

General rules

• Keep your audience in mind.• Follow a structure.• Follow an outline.• Get to the point early.• Revising is easier than writing perfectly the first

time.• Follow style guides and writing manuals.

Memo plan

HeaderSubject line

Opening paragraph

Supporting details/explanation

Closing

}

}

Header

• To: recipient (individual or group)

• From: you/office • CC: more recipient(s)• Date:• Use correct names/designations for recipients.• Include titles when appropriate, for all recipients

when possible.

• The identifying information includes the following lines

TO:

FROM:

DATE:

SUBJECT:

Memo Format

If your memo is going to more than one reader, make sure you list them in the order of their status in your company

Write your name (and job title, if necessary for the reader.) You may write your initials after your typed name to verify the memo comes from you

Give the full calendar date

This serves as the title line of your memo. Summarize your message/purpose precisely

Memo Protocol and Company Politics

• Regardless of where you work, your employer will expect your memos to be timely, professional, and tactful

• Most companies have their own memo protocol– Accepted ways in which in-house

communications are formatted, organized, written, and routed

Memo Format

• Some companies use a standard form while others have their memo printed on their letterheads

• The memo may be on a half sheet or a full sheet

• Basically, the memo consists of two parts– The identifying information at the top– The message itself

4–16

Memo Style and Tone

• The style and tone of your memo will be controlled by the audience within your company or agency– Casual tone

• When writing to a co-worker whom you know well

– Formal tone• When writing to a manager

Remember that your employer and co-workers deserve the same clear and concise writing that your customers do

Subject line

• Probably the most important part of your memo.

• Summarize the intent of your memo, e.g.:– “Request for assistance with grant project”– “Consequences of recent material thefts”

• Specific, concise and to the point

Opening paragraph

• Complete summary of your memo• provide:

– context– task/action/request– summary of the rest of the memo

• Best: put your intent into the first sentence

Supporting details/explanation

• Maintain a global structure, such as findings implications action items

• Arrange facts in a logical order• Don’t provide more detail than necessary• Use bullet points where appropriate• Use correct structure bullet points

Closing

• If necessary, summarize what you want recipient(s) to do.

• Provide clear instructions, including deadlines where applicable.

• Provide further references/contact information when appropriate.

Memos, Faxes, and E-Mails

1. Each is streamlined for the busy world of work.

2. They give busy readers information fast.

3. Even though they are routine, they still demand a great deal of your thought and time.

Strategies for Organizing a Memo

1. Introduction– Tell readers clearly about what prompted you to write– Explain briefly any background information needed– Be specific

2. Discussion– State what is important, who will be affected, what caused it– Indicate why changes are necessary– Give precise dates, times, locations, and costs

3. Conclusion– Request a reply by a specific date– Provide a list of recommendations– Ask readers to call if they have questions

Organizational Markers

• Headings– Organize your work and make information easy for

readers to follow

• Numbered or bulleted lists– Help readers see comparisons and contrasts

readily and thereby comprehend your ideas more quickly

• Underlining or boldfacing– Emphasizes key points. Do not overuse this

technique; draw attention only to main points and those that contain summaries or draw conclusions

HeadingBulleted List

Underlining

•••••E-mail•••••••••••••••••••••••••••••

E-Mail

• E-mail is easy and immediate.• Should not replace formal letters• You can send a variety of documents via e-mail.

– Memos– Correspondence– Pictures– Video clips– Soundbites– Various tables, lists, and statistical files

Business E-Mail versus Personal E-Mail

• Employers own their Internal e-mail systems and thus have the right to monitor what you write and to whom

• Any e-mail at work can be saved, stored, forwarded, and most significantly, intercepted

Always remember that your e-mail could be forwarded to people you did not intend to send it to

Guidelines for Using E-Mail

• Make sure your e-mail is confidential and ethical

• Observe all the proprietary requirements when using e-mail

• Follow all the rules of “Netiquette” when answering e-mail

• Use an acceptable format• Adopt a professional style• Insure that your e-mail is secure

E-Mail versus Memos or Letters

E-Mail Memo Letter Brief messages X X Informal X X Formal X Legal record X X Relaxed tone X X Confidential material X X Multiple pages X Reports X X In-house messages X X Proofreading X X X