MEMORANDUMS - Memorandums (memos) are used primarily for internal

communication; that is, they deliver information within an organization.

Functions of Memos and E-mail Messages

1. They explain policies, procedures, and guidelines.

2. They make announcements, request information, and follow up

conversations. They save time by relaying information to many people
without the need for a meeting.

3. They also ensure that all concerned individuals receive the same message,
which would be unlikely if the message were transmitted orally.

4. Printed copies of memos and E-mail messages provide a written record of

decisions, telephone conversations and meetings.

Characteristics of Memos

1. Memos use an efficient standardized format.

2. A memo normally covers only one topic.

3. Memos may be written more informally than letters addressed outside the
organization.

4. Memos are concise.

Writing Memorandums

Opening statement: The opening presents the objective of the memo in a

sentence or two. The objective could be stating a problem, announcing new
information or changing the location and time of a meeting.

Discussion: This is the body of the memo as it appears after the opening.
Memos are straightforward. They point to a relatively simple issue, but if
more details about the problem or situation need to be addressed, use
headings to introduce paragraphs that encapsulate content and organize
information. For added easy reading, the important details can be broken
down into lists and bullet points.

Closing: The closing emphasizes an action that is required on the part of the
recipient. It can also highlight what is being done to solve a problem and the
steps involved. The memo should close in a courteous way. Memos can be
signed or unsigned.

Writing the Subject line

The subject line summarizes the contents in concise language. It should:

⚫ attract attention

⚫ create a clear picture and present an accurate summary

⚫ not be a complete sentence and should rarely occupy more than one line

In formatting memorandums keyed at computers and printed on plain paper,

follow these guidelines:

• Use 1 to 1 1/4-inch side margins.

• Leave a top margin of 1 to 2 inches.

• Type in all caps the headings TO, FROM, DATE, and SUBJECT.

Single-space everything within paragraphs but double- space between

paragraphs.

Sample of Memorandums

Sample A:

DATE: March 20, 2017

TO. Finance Department. Marketing Department, Operations Department

FROM: Human Resources Department

SUBJECT: Annual Performance Evaluation Reports THIS IS TO REMIND YOU

THAT YOU HAVE NOT SUBMITTED YOUR ANNUAL PERFORMANCE EVALUATION
REPORTS YOU HAVE UNTIL MARCH 24, 2017 TO FORWARD THESE
DOCUMENTS TO US. IF YOU DO NOT MEET THIS DEADLINE. THEN YOU WILL
NOT RECEIVE ANY OF THE INCENTIVES EXTENDED TO EMPLOYEES ANNUALLY,
YOUR LACK OF COMPLIANCE WILL ALSO MEAN YOUR INABILITY TO FOLLOW
THIS ORGANIZATION’S POLICIES AND GUIDELINES. For your urgent
compliance.

Sample B:
DATE: March 20, 2017

TO: Finance Department; Marketing Department; Operations Department

FROM: Human Resources Department

SUBJECT: Annual Performance Evaluation Reports Kindly submit your annual

performance evaluation reports by March 24. 2017. We have extended the
deadline to allow you to fulfill the requirements and enable you to receive
the incentives extended to employees annually. If you have questions or
concerns, please let us know right away. Thank you for following our
organization’s policies and guidelines.

Sample A’s language, tone, style, and format seem to show an aggressive
and threatening tone. First of all, the use of all caps indicates “shouting” at
the receiver. Second the message seems to focus on what has not been
accomplished. The word choice and language use may create an attitude of
resentment that may lead to demotivation. On the other hand, Sample B’s
tone is more respectful as the word choice seems to emphasize the
receiver’s ability and willingness to fulfill organization requirements. This
may encourage your colleague to do the expected tasks with more
enthusiasm. Therefore, before you write a memo, remember that the
elements of word choice, language use, format, and mechanics have a
powerful impact on the recipients. It may destroy or nurture the harmony in
the work place.

BUSINESS LETTERS

In the workplace, especially in business, letters serve a variety of purposes,

among them requests, claims, adjustments, sales, and goodwill responses.
Letters are an external, written channel of communication.

The tone of letters is usually conversational, but the degree of formality is

determined by the relationship between the sender and the receiver and the
by the purpose of the letter.

Parts of the letter

Letterhead: The letterhead is also called heading or return address. It is

printed at the top of a blank sheet containing all the information of the
company. The letterhead displays the organization ‘s official name, address,
telephone and fax number, email address, and website (if available). The
letterhead may include a logo and an advertising message such as Great
Eastern Banking: A new brand of banking. It may also include a contact
person (if available).

• Dateline :The dateline contains the exact date the letter was written. Since
business letters are formal letters, abbreviations or numerical dates are
discouraged.

Inside Address • The inside address provides the correct recipient ‘s name
and his or her job title or courtesy title such as Mr., Ms., Dr., or Professor. The
recipient ‘s address contains the name of the department (if known and
available), the company name, address and postal code.

• Salutation The salutation is a form of common courtesy extended in

business, typed double space below the inside address or attention line. The
degree of formality used in salutations depends on how well the writer knows
the reader.

The Body of the Letter

The body of the letter is the main part where one can find what the letter is
about. It contains two to three paragraphs that are either indented or
arranged in a block style. The first paragraph provides a brief introduction
and the reason(s) why the letter is written. The Succeeding paragraphs are
details and the information supporting the reason(s) for writing. The last
paragraph summarizes the content of the letter and ends with a complete
and clear purpose.

• The Complimentary Close

The complimentary close calls for the ending of the letter in a short and
polite manner. Only the first word is written in capital letter and it ends with
a comma.

Signature Block

The signature block appears three to four lines below the complimentary
close. The combination of name, title, and organization information should be
arranged to achieve a balanced look.

Optional Parts of a Business Letter

1. The subject line can be placed in three different locations in a business
letter with the word “Subject “or “RE” written either in bold or all capital
letters. The most common location is between the salutation and the
body of the letter, centered, and underlined. Another location can be at
the right side of inside address, or at the right side of the salutation.

2. The attention line can be typed in several locations:

1) centered and underlined, before or after the salutation, or
2) written after the name of the company and department on the inside
address.

3. The enclosure notation is used when an enclosure or attachment

accompanies a document; a notation appears two lines below the
reference initials.
4. The copy notation is used if you make copies of correspondence for
other individuals, you may use cc to indicate carbon copy, pc to indicate
photocopy.

Writing the Business Letters

A business letter is a letter written in formal language, usually used when
writing from one business organization to another, or for correspondence
between such organizations and their customers, clients and other
external parties. The overall style of the letter will depend on the
relationship between the parties concerned. There are many reasons to
write a business letter. It could be to request direct information or action
from another party, to order supplies from a supplier, to identify a
mistake that was committed, to reply directly to a request, to apologize
for a wrong or simply to convey goodwill. Even today, the business letter
is still very useful because it produces a permanent record, is
confidential, formal and delivers persuasive, well-considered messages.

1. Inquiry Letters is interested in buying. They should only give the

information needed by the reader to fulfil Most business letters are
written to ask information about products or services the writer the
inquiry. This type of letter is generally short.
The writing plan
• Opening- Open the letter with a clear request to obtain information.
State the main idea of the message. Make the request or inquiry in the
first sentence.
 • Body- Give all the details that are necessary to support the main idea.
If necessary. clarify or justify the request why the information is needed.
• Closing Close with a positive statement that looks forward to the future.
A tactful suggestion of action combined with the assurance should be
given to show appreciation for whatever help that can be extended.
2. Reply Letters
An experienced businessman knows that the request for information is an
opportunity for building better relationships. But before responding to any
request, one should be sure to check the facts and figures carefully.
The following suggestions apply when answering an inquiry:
• Subject Line-Identify previous correspondence.
• Opening- Make it clear that the reader 's request is being complied
with, give the exact information requested; deliver the most important
point first; convey an upbeat, courteous, personal oriented tone.
• Body- Provide all the important details about the request; arrange
information logically; explain and clarify it; use numbers or bullets when
answering a group of questions; sell the organization or the product if
appropriate.
• Closing- Establish goodwill and suggest contact.

3. Order Letters This type of letter is also known as purchase order or PO

which is to provide the seller with detailed instructions for fulfilling order.
In writing a letter to order goods or services, the sender should remember
to make it short, entirely clear, very specific, and fully complete.
Some points to consider in writing order letters:
• Opening- State clearly the items to be ordered.
• Body- Present all the needed details; list items vertically; provide
number of units, order number, description, and unit price, and total
price.
• Closing- Request where, when, and how the product is to be shipped;
mode of Payment: personal check, money order, COD, charge card etc.;
suggest method of shipment; and end on a cordial note.

4. Acknowledgment of Orders / Letters of acknowledgment are sent to

people who order goods for two reasons: (1) to confirm that the order was
received, and (2) to provide an excellent opportunity to resell the product
and the organization.

The acknowledgment completes a valid contract between the buyer and

the seller.
Remember the following pointers:
• Opening- Site that the order has been received; express appreciation
for the order; tell how the shipment will be sent.
• Body- Explain the details of the shipment; include resale information,
and promote other products and services if possible; PURPOSIVE
COMMUNICATION be tactful in shipment delays; restate the order to
clarify any likely misunderstanding.
Closing- Build goodwill and use a warm, personal closing.

5. A cover letter is a short letter introducing you and your resumé to an

interviewer, and it typically accompanies your resumé. Cover letters are
persuasive documents that function as an introduction, sales pitch, and
overview of your qualifications as related to the job description. Cover
letters are important because they help ensure that your resumé is read
and help target your appeal for a particular job. As with any persuasive
document, a cover letter has four main sections: (1) attention, (2)
interest, (3) desire. And (4) action (Pearson, Nelson, Titsworth, & Harter
(2011). The following are guidelines in writing cover letters. A. For
salutation, use title and last name if available (e.g. Dear Dr. Smith or Dear
Ms. Jones). Do no use a first name unless you know the person well and
are sure this is acceptable. If you do not have a name for the salutation,
use the title (e.g. Dear Employment Manager). B. For the first paragraph,
gain attention and state purpose-indicate the position or type of work for
which you are applying. Mention how you heard about the opening or the
organization. You may also want to provide a general overview of your
qualifications for the position (functions as a preview statement for your
letter). C. For the second paragraph, arouse interest and demonstrate
desire-summarize qualifications and describe enclosure. Here you want to
describe your major strengths as they relate to the position you are
seeking. If possible, mention one or two recent accomplishments that
illustrate your proficiency and effectiveness. The main idea is to create
interest and show how your skills and qualifications can be of value to the
organization. Refer the reader to the enclosed resumé for more detail on
your qualifications and experience. D. For the third paragraph, suggest
action. Restate your strong interest in the position of organization and
your desire for a face-to-face meeting. Include a statement about how the
reader may contact you. Finally, express your appreciation for the reader
‘s time or consideration.

Sample of Cover
 Letter 5 Atkins Avenue
Northville, ME 04400
January 3, 2003
Ms. Christine Bailey
XYZ Law Offices
123 Main Street
Auburn, ME 04210

Dear Ms. Bailey

This letter is in reference to the paralegal position that was listed through
Central maine Technical College’s Career Center. I am familiar with XYZ Law
Office’s recent growth and am confident that my skills and qualifications will
benefit your company.

I am eager to utilize my research and writing skills while working as a

paralegal. My academic courses at CMTC have required many research
papers and projects. I have a tremendous capacity to undertake research
and report findings in clear and concise fashion.

I work well under the pressure of deadlines, and I have been involved in
many group projec My work experiences have taught me that one must be
prepared to work beyond the Typical forty-hour week to achieve success. I
am willing and able to do so for XYZ Law Offices.

Your consideration of my credentials would be greatly appreciated. I will call

you next w to confirm your receipt of this letter and enclosed resume. Please
feel free to contact me if y require additional information to support my
candidacy.

Sincerely,

(Signature)

Joseph Smith Enclosures