Written Documents in the Workplace contains your name and business contact

information.
EMAIL 4. Avoid abbreviations. An email is not a text
Electronic mail, usually called email, is probably message, and the audience may not find
familiar to you. It may be used similarly to text your wit cause to ROTFL (rolling on the floor
messaging or synchronous chat, or as a quicker laughing).
way to receive and send information that would 5. Be brief.
traditionally be written in a letter. It can be delivered 6. Format cleanly. Include line breaks between
to a mobile device. In business, it has largely paragraphs for ease of reading.
replaced printed letters for external (outside the 7. Do a three-stage review (including structural
company) correspondence, as well as taking the edit, copy edit, and proofread) before you
place of memos for internal (within the company) press send
communication (Guffey, 2008). 8. Reply promptly. Watch out for an emotional
response—never reply in anger—but make
1) Subject Line a habit of replying to emails within 24 hours,
Your subject line is the headline for your email. An even if only to say that you will provide the
optimized subject line will help you capture your requested information within 48 hours.
audience's attention and convince them to open 9. Avoid using all caps. Capital letters are
your email. In addition, subject line (second only to used online to communicate yelling and are
the email sender name) is one of the primary things considered rude.
that is used to determine whether an email will be 10. Test links.
marked as spam 11. Email ahead of time if you are going to
attach large files (audio and visual files are
Pro-Tips often quite large) to prevent exceeding the
Use punctuation carefully recipient’s mailbox limit or triggering the
Avoid capitalizing ENTIRE words spam filter.
Use phrases 12. Give feedback or follow up. If you don’t get
Use numbers carefully a response in 24 hours, email or call. Spam
Avoid key spam words filters may have intercepted your message,
Keep it short so your recipient may never have received
Use action words it.
Personalize MEMO
A memo (or memorandum, meaning “reminder”) is
Tips on Writing Effective Email normally used for communicating policies,
1. Proper salutations should demonstrate procedures, or related official business within an
respect and avoid mix-ups in case a organization. It is often written from a one-to-all
message is accidentally sent to the wrong perspective, broadcasting a message to an
recipient. audience, rather than a one-on-one, interpersonal
● For example, use a salutation like communication. It may be used to update a team
“Dear Ms. X” (external) or “Hi, Barry” on activities for a given project or to inform a
(internal). specific group within a company of an event, action,
2. Subject lines should be clear, brief, and or observance.
specific. This helps the recipient understand
the essence of the message. Purpose
● For example, “ABC Sales Proposal A memo’s purpose is often to inform, but it may
attached.” occasionally include an element of persuasion or a
3. Close with a signature. Identify yourself by call-to action. All organizations have informal and
creating a signature block that automatically formal communication networks.
 Objectivity
Format Memos are a place for just the facts and should
A memo has a header that indicates who sent it have an objective tone without personal bias,
and who the intended recipients are. Pay particular preference, or interest on display. Avoid subjectivity
attention to the title of the individual(s) in this
section. Date and subject lines are also present, Business Letters
followed by a message that contains a declaration, They remain a common form of written
a discussion, and a summary. In a standard writing communication. It can serve to introduce you to a
format, we might expect to see an introduction, a potential employer, announce a product or service,
body, and a conclusion. All these are present in a or even to communicate emotions. Letters are brief
memo, and each part has a purpose. The messages sent to recipients that are usually
introduction in the opening uses a declarative outside the organization. They are often printed on
sentence to announce the main topic. The body letterhead and usually take up one or two pages.
elaborates or lists major points associated with the
topic, and the conclusion serves as a summary. Different Formats of a Business Letter

Tips on Writing Effective Memo Full Block Format

The most common layout of a business letter is
Audience Orientation known as block format. Using this format, the entire
Always consider the audience and their needs letter is left justified and single spaced except for a
when preparing a memo, your goal should be clear double space between paragraphs.
and concise communication at all levels with no
ambiguity. Modified Block Format
Another widely utilized format is known as modified
Professional, Formal Tone block format. In this type, the body of the letter and
Memos are often announcements, and the person the sender's and recipient's addresses are left
sending the memo speaks for a part or all of the justified and single-spaced.
organization. While it may contain a request for
feedback, the announcement itself is linear, from Semi- Block Format
the organization to the employees. The memo may The final, and least used, style is semi-block. It is
have legal standing, as it often reflects policies or much like the modified block style except that each
procedures. paragraph is indented instead of left justified.

Subject Emphasis Basic and Essential Parts of a Business Letter

The subject is normally declared in the subject line
and should be clear and concise. If the memo is A business Letter is a type of letter which serves as
announcing the observance of a holiday, for a means of communication written for various
example, the specific holiday should be named in commercial purposes. These purposes can be a
the subject line—for example, use “Thanksgiving business deal, complaint, warning, notice,
weekend schedule” rather than “holiday invitation, declaration, information, apology and
observance.” various other corporate matters.

Direct Format Sender's Address

Memos are always direct, meaning they get to the The sender's address usually is included in the
point quickly and the purpose is clearly announced. letterhead. If you are not using letterhead, include
the sender's address at the top of the letter one line
above the date. Do not write the sender's name or
title, as it is included in the letter's closing. Include
only the street address, city, and zip code.
 ● The next paragraph should begin justifying the
Date importance of the main point.
The date line is used to indicate the date the letter ● In the next few paragraphs, continue justification
was written. However, if your letter is completed with background information and supporting details.
over a number of days, use the date it was finished ● The closing paragraph should restate the
in the date line. purpose of the letter and, in some cases, request
some type of action.
Things to follow on writing the inside address:
● It is always best to write to a specific individual at Closing/Complimentary Close
the firm to which you are writing. The closing begins at the same vertical point as
● If you do not have the person's name, do some your date and one line after the last body
research by calling the company or speaking with paragraph. The complimentary close is a short and
employees from the company. polite remark that ends your letter. The close
● Include a personal title such as Ms., Mrs., Mr., or begins at the same justification as your date and
Dr. Follow a woman's preference in being one line after the last body paragraph. Capitalize
addressed as Miss, Mrs., or Ms. the first word of your closing (Thank you) and leave
● If you are unsure of a woman's preference in four lines for a signature between the close and the
being addressed, use Ms. sender’s name. A comma should follow the closing.
● If there is a possibility that the person to whom Common used closing are: Respectfully yours, truly
you are writing is a Dr. or has some other title, use yours and sincerely yours
that title.
Signature
Salutation It demonstrates your personal stamp of approval of
It is always formal. It often begins with “Dear the letter’s contents.
{Person’s name}.” Use the same name as the
inside address, including the personal title. Optional Parts of a Business Letter

● A “To whom it may concern” or “Dear Sir or Enclosures If you have any enclosed documents,
Madam” is a good way to ensure that your letter such as a resume, you can indicate this by typing
goes nowhere. “Enclosures”. You also may include the name of
● If you know the person and typically address each document. It is located three lines after the
them by their first name, it is acceptable to use only signature or one line after the typist initials.
the first name in the salutation (for example: Dear
Lucy:). Attention line
● If you don't know a reader's gender, use a If the letter is going to a large company, an
nonsexist salutation, such as their job title followed attention line can provide the bit of necessary
by the receiver's name. emphasis you need so that the letter goes where it
● It is also acceptable to use the full name in a needs to go. Write “Attention:” and then the name
salutation if you cannot determine gender. of the recipient (for example, “Attention: Human
Resources”). The attention line should go two lines
Body below the recipient address.
The body is the meat of your letter. It is what the
letter is all about. Subject Line
A subject line specifying the topic of the letter, if
● Leave a blank line between each paragraph. included, comes between the salutation and the
● When writing a business letter, be careful to body of the letter.
remember that conciseness is very important.
● In the first paragraph, consider a friendly opening
and then a statement of the main point.
Typist initials Paper
Typist initials are used to indicate the person who If you are drafting a formal business letter to be
typed the letter. If you typed the letter yourself, omit mailed as opposed to an email, the paper you use
the typist initials. It is located one or two spaces should be a standard white bond paper of a decent
after the signature. weight – don’t use the sort of colored or flamboyant
stationery that might be used in marketing “junk
Business Letter Etiquette and Tone mail.” It’s fine to include a simple business logo at
the top of the paper.
Salutation
It is still standard to use the recipient’s title (Mr., Font
Mrs., Ms., Dr., Professor, Judge) before their last Another important factor in the readability of a letter
names in the salutation of formal business is the font. The generally accepted font is Times
correspondence (Example: “Dear Mr. Smith”). New Roman, size 12, although other fonts such as
The word “Dear” should always precede the Arial may be used. When choosing a font, always
recipient’s name; don’t simply use their name by consider your audience. If you are writing to a
itself as you might do in casual correspondence. conservative company, you may want to use Times
By the same token, avoid beginning business New Roman. Avoid using fonts with tails and
correspondence with openings like “Hello,” “Hi,” or callouts.
“Good morning” – business letters should always
begin with “Dear [recipient’s title and name]” unless Punctuation
you use the salutation “To Whom It May Concern” After the salutation and closing - use a colon (:)
(in instances when you do not know the name of after the salutation (never a comma) and a comma
the recipient) (,) after the closing.

Closing Different Kinds of a Business Letter

Your closing needs to err on the side of the
conservative. Acceptable closings to use include: The term “business letters” refers to any written
“Sincerely,” “Sincerely yours,” “Best regards,” communication that begins with a salutation, ends
“Regards,” “Thank you,” “Thank you for your with a signature and whose contents are
consideration,” “Respectfully,” and “Very professional in nature. Historically, business letters
Respectfully” (this, often abbreviated “V/R,” is were sent via postal mail or courier, although the
common in military business correspondence). Do internet is rapidly changing the way businesses
not use casual closings like: “Later,” “Cheers,” communicate. There are many standard types of
“Cordially,” “Thanks!,” “TTYL,” or “Warmly.” business letters, and each of them has a specific
focus
Word Choice and Grammar
Although your word choice for business letters Sales Letters
should not be too stilted, flowery, or ornate, you The purpose is to sell the product or service of the
should also avoid using slang, company. The sales letter is a sort of advertisement
abbreviations/acronyms, emojis, or text-speak. By of a product. This letter helps to create awareness
no means should you use the sentence fragments about the positive attributes of the product within
that are commonly used when texting. Instead, use the customers. It is a document for generating
complete sentences, watching out for comma sales.
splices (where two complete sentences are joined
by a comma). Proofread carefully for spelling errors Order Letters
and grammatical mistakes. Order letters are sent by consumers or businesses
to a manufacturer, retailer or wholesaler to order
goods or services. These letters must contain
specific information such as model number, name
of the product, the quantity desired and expected Follow-Up Letters
price. Payment is sometimes included with the Follow-up letters are usually sent after some type of
letter. initial communication. This could be a sales
Acknowledgment Letter department thanking a customer for an order, a
Acknowledgment letters act as simple receipts. businessman reviewing the outcome of a meeting
Businesses send them to let others know that they or a job seeker inquiring about the status of his
have received prior communication, but action may application. In many cases, these letters are a
or may not have taken place. combination thankyou notes and sales letters.

Complaint Letters MEMORANDUM

The words and tone you choose to use in a letter
complaining to a business may be the deciding MEMORANDUM (MEMO)
factor on whether your complaint is satisfied. Be ● Is a technical document designed to pass
direct but tactful and always use a professional information between people and among
tone if you want the company to listen to you departments within a company or an
organization.
Inquiry Letters ● It is an in-house document as it provides a
Inquiry letters ask a question or elicit information written record or history of company
from the recipient. When composing this type of decisions, alternatives and responsibilities
letter, keep it clear and succinct and list exactly for action.
what information you need. Be sure to include your ● Used to make readers aware of something,
contact information so that it is easy for the reader to offer instruction, to prompt an action and
to respond. to serve as reminder.
● Tells the company about new policy,
Letters of Recommendation products or even company’s activities
Prospective employers often ask job applicants for
letters of recommendation before they hire them. PURPOSE OF A MEMO
This type of letter is usually from a previous
employer or professor, and it describes the TO INFORM
sender’s relationship with and opinion of the job Write memo to inform readers of specific
seeker. information

Resignation Letter TO CONFIRM

It informs an employer about the reason/s of Use memo to confirm the details of a meeting,
leaving a job or position. This formal letter can help conversation, or telephone call
to leave the company with a strong and positive
impression of you as an employee. TO SUGGEST
Use memo to recommend solutions to technical
Application Letter problems, to offer the services of yourself or your
Also known as a cover letter, should be sent or department, to bring up new ideas or ways of doing
uploaded with your resume when applying for jobs. things
While your resume offers a history of your work
experience and an outline of your skills and TO REQUEST
accomplishments, the job application letter you Use memo to ask for action or information
send to an employer explains why you are qualified
for the position and should be selected for an TO EXPLAIN
interview. Use memo to define clearly for the reader
something that is not understood
TO ANNOUNCE ACCORDING TO CONTENT OR NATURE OF
Use memo for giving formal notice to readers MEMO
publicly informing them about new procedures or A. ROUTINE MEMO- nature of notice eg. Notice to
new products. a meeting, general assembly, gathering,
TO REPORT introduction of a new staff
Informally give an account of a project at regular B. NON-ROUTINE MEMO- nature of informal
intervals as a way of helping the organization keep report. This is longer than a standard routine
track of progress and problem memo. e.g trip, incident or trouble, progress,
survey, justification, internal recommendation and
BASIC COMPONENTS feasibility.
I. HEADER
DATE:
TO:
FROM:
SUBJECT:
II. BODY
PURPOSE
SUMMARY
DISCUSSION
ACTION
III. FOOTER (OPTIONAL PART)
ENCLOSURE
CARBON COPY
INITIALS OF THE ENCODER OR TYPIST

IF YOU HAVE 2 PAGES TYPE THE FOLLOWING

1. NAME OF THE RECIPIENT
2. PAGE NUMBER
3. DATA OF THE MEMO

BODY
A. PURPOSE
B. SUMMARY/DISCUSSION
C. ACTION

FOOTER
OPTIONAL
ENCLOSURE, CARBON COPY AND
REFERENCE INITIALS

TYPES OF MEMO

ACCORDING TO ROUTE
A. superior to subordinate ( downward
communication)
B. subordinate to superior (upward communication)
C. equal rank or category (horizontal)