business correspondence memo, fax, email
DESCRIPTION
TRANSCRIPT
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 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