To distinguish the format of a business letter or memo To analyze the different means by which business documents can be distributed 2 Main Menu Business Letters Memorandums 3 Business Letters ID: 804008
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Slide1
Slide2Objectives
To differentiate between a business letter and a memo. To distinguish the format of a business letter or memo.
To analyze the different means by which business documents can be distributed.
2
Slide3Main MenuBusiness LettersMemorandums
3
Slide4Business Letters4
Slide5Business Letters & MemosAre the two most common forms of communication in businesses
Can be used to convey a message to a single person or a large groupCan be quickly distributed through the office using today’s technology, including e-mail and laser printers
5
Slide6Business Letters
Are more formal letters, often used to apply for jobs and pass along or request information
Require compressed and concise writing
Should be written under the assumption the audience has little time to read it, keeping it short and to the point
Are often the first impression made as they are often used to communicate with people prior to meeting
be sure to use good grammar and proper punctuation
6
Slide7Punctuation
May be either open or mixed in letterheadsopen punctuation: no punctuation after the salutation or closing parts of a letter
ex. – Dear Mr. Trinh
Sincerely
mixed punctuation: involves placing a colon after the salutation and a comma after the closing
ex. – Dear Mr. Trinh:
Sincerely,
7
Slide8Attaching the Pages
Is commonly accomplished by using either a paperclip or staple
Using a paperclip allows for freedom of the recipient to detach the pages, useful when editing or needing to compare the pages
A staple limits the functions offered to the recipient as it is more permanent than a paper clip and does not easily allow for pages to be separated
however, staples do offer a more secure attachment than paperclips
8
Slide9Components of Business Letters
Include the following: heading
date
inside address
salutation
body
closing
a
uthor’s name
a
uthor’s title
typist’s initials
enclosure notification
copy notification
9
Slide10HeadingsMay include the following:
sender’s addresscompany letterhead
10
Mr. Alex Trinh
Echo Communications
424 Atomic Circle
Atomsville, YS 57985
602 Einstein Circle
Atomsville, YS 57985
March 24, 2010
Mr. Alex Trinh
Echo Communications
424 Atomic Circle
Atomsville, YS 57985
602 Einstein Circle
Atomsville
, YS 57985
March 24, 2010
Slide11Sender’s AddressIs not mandatory, but is recommended
Should be placed two inches from the top of the page
may go directly after the closing signature instead
Includes only the sender’s street address, city and zip code
11
Mr. Alex Trinh
Echo Communications
424 Atomic Circle
Atomsville, YS 57985
602 Einstein Circle
Atomsville, YS 57985
March 24, 2010
TOP MARGIN 2”
Slide12Letterheads
Are located at the top of letters and envelopesUsually contain the name and logo of the company or person sending the letter
may include the address, telephone number or other contact information
Allow letters to be more professional looking as it designates the letter is an official document
12
Mr. Alex Trinh
Echo Communications
424 Atomic Circle
Atomsville, YS 57985
602 Einstein Circle
Atomsville, YS 57985
March 24, 2010
Slide13Example Heading
13
TOP MARGIN 2”
SIDE MARGINS 1”
4 Spaces
2 Spaces
Mr. Alex Trinh
Echo Communications
424 Atomic Circle
Atomsville, YS 57985
602 Einstein Circle
Atomsville
, YS 57985
March 24, 2010
4 Spaces
Dear Mr. Trinh:
Slide14Date
Specifies the day the letter was writtenRefers to the day the letter was completed if it was written over the course of several days
Should be written in American format when sending the letter within the United States
example: March 24, 2010
Should be placed four spaces below the sender’s address or letterhead
14
Slide15Inside Address
Is the recipient’s addressShould be addressed to a specific person
Includes personal titles before the name, such as Mr., Ms. or Dr.
Should be placed four spaces below the date
example:
Mr. Alex Trinh
Echo Communications
424 Atomic Circle
Atomsville, YS 57985
15
Slide16The Salutation
Should include the same name used in the inside addressMay be limited to a first name if you know the person and usually address them by this name, otherwise use the full name and title
Should be placed two spaces below the inside address
Can be generic if there is no specific contact
example: To Whom It May Concern:
16
Slide17The Body
Contains the paragraphs discussing the point of the letterShould be written using a concise, to-the-point tone
Consists of different amounts of paragraphs depending on the length of the letter
Should begin two spaces below the salutation
17
Slide18The Body Paragraphs
Should be structured and contain the following information:first paragraph
friendly opening followed by a statement of the main point
intermediate paragraph(s)
provide justification for the main point of the letter as well as providing background information and supporting details
closing paragraph
restate the overall purpose of the letter and request action if necessary
18
Slide19Personal Pronouns
Play an important role in business letters as they allow the two parties to identify one another
the reader can be referred to as
you
and the writer can refer to themselves as
I
Include words such as
I
,
we
,
our
and
your
Should be used carefully
collective pronouns such as
we
or
they
should be used sparingly as these are
ambiguous
, instead state the company or party’s name
19
Ambiguous
: to not give a definite meaning, allowing for multiple interpretations
Slide20Closing
Should be aligned vertically with the headerIs located two spaces below the final body paragraph
Consists of a short statement expressing gratitude or sincerity and the sender’s typed name
only capitalize the first letter
Leave four spaces between the statement and the sender’s name for a signature
20
Slide21Typist’s InitialsAre placed two spaces after the closing
21
Slide22Enclosure NotificationAccounts for any additional papers included, such as a résumé
Is indicated by typing “Enclosures” two spaces below the closing
May or may not be individually listed on the letter
it’s a good idea to list the document names if many documents are enclosed to ensure the recipient is aware of each
22
Slide23Copy Notification
Account for any copies of the letter sent to other recipientsIs indicated by “cc:” and the additional recipients’ names
Is placed two spaces below the enclosure notification
23
Slide24Business Letter Spacing
24
TOP MARGIN 2”
SIDE MARGINS 1”
4 Spaces
4 Spaces
4 Spaces
2 Spaces
2 Spaces
2 Spaces
2 Spaces
2 Spaces
2 Spaces
Slide25Letter FormatsVary depending on the style in which you write your letter
Include the following:block
modified block
semi block
25
Slide26Block FormatIncludes the following:
single spacedall parts left justified
one space between each paragraph
no indention at the beginning of paragraphs
26
Slide27Modified Block FormatIncludes the following:
single spaceddate, closing and sender’s name begin at the center of the page
all other elements are left justified
one space between each paragraph
27
Slide28Semi-Block FormatIncludes the following:
single spacedall parts left justified
one space between each paragraph
indent all paragraphs
28
Slide29Business LettersAssessment
29
Slide30AssessmentWhich of the following is true of business letters?They require embellished and verbose writing
They should be written with the assumption the audience can spend plenty of time reading
They are often used to communicate with people prior to meeting
They are informal notes used to share personal information
Which of the following describes mixed punctuation in letterheads?
When no punctuation is used after the salutation or closing
When emoticons are used
When any type punctuation is used two or more times
When a colon is after the salutation and a comma is after the closing
30
Slide31AssessmentWhere should the date be placed in a letter?At the top, above all other elements
Four spaces below the sender’s address or letterhead
Four spaces below the recipient’s address
At the bottom, below all other elements
Charles is sending a letter to a company and does not know a specific contact’s name. Which of the following salutations is suggested for a situation such as this?
Dear Mr. or Ms.
Good morning or afternoon
Greetings
To whom it may concern
31
Slide32AssessmentWhich of the following formats includes all parts being left justified and all paragraphs being indented?
Modified block formatSemi-block format
Block format
Traditional format
32
Slide33Memorandums33
Slide34MemorandumsAre more frequently referred to as “memos”
Are commonly used for the following:
inform the reader of new information, such as policy changes or price increases
persuade the reader to take action, like attending a meeting or changing a procedure
34
Slide35Memos
Should be short as they are meant to be brief and read quicklyAre almost exclusively used
within
an office or company
Utilize common, every day rhetoric rather than more professional wording
Differ from business letters in that they do not have salutations or complimentary closings
35
Slide36The Audience
Should be carefully chosenensure only those needing to read the memo receive the document
if there is an issue with a single person, do not send a memo to the entire office, simply that person
Benefits most from memos when the group is smaller and it communicates company objectives
36
Slide37Subject Matter
Is important and should be monitoredshould be meaningful information rather than every small occurrence
Varies depending on the issue
may be positive, encouraging workers to maintain the good work during stressful situations
may be negative, informing of policy or procedural changes to help improve productivity
Should be addressed face to face if it is too sensitive to send via memo
37
Slide38Memos
Are comprised of the following components:heading
message
typist’s initials
enclosure notification
38
MEMORANDUM
TO:
Staff
FROM:
Alex Trinh
DATE:
March 24, 2010
SUBJECT:
Policy Change
As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31
st
.
All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror.
We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at
ted@parking.com
.
mm
enclosure
Slide39Heading
Includes the following entries:who it is addressed to
who it is coming from
the date
the subject
Should begin with “MEMORANDUM”
all caps, bold and 16 point font
Format all other headings
all caps, bold and 12 point font
39
MEMORANDUM
TO:
Staff
FROM:
Alex Trinh
DATE:
March 24, 2010
SUBJECT:
Policy Change
As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31
st
.
All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror.
We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at
ted@parking.com
.
mm
enclosure
Double space between headings
Slide40Message
Should be brief and to the pointShould be summarized in the first sentence
this is known as a “purpose statement”
Needs to include an explanation as to why the memo was written
40
MEMORANDUM
TO:
Staff
FROM:
Alex Trinh
DATE:
March 24, 2010
SUBJECT:
Policy Change
As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31
st
.
All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror.
We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at
ted@parking.com
.
mm
enclosure
results from a situation – Because of Monday’s meeting…
reminders – The presentation on April 4…
Slide41The Message
Should not be full of textcondense paragraphs to lists or bullet points if possible
Is often written using an informal tone since it is distributed within a company
Needs to be professional and appropriate for the office at all times
41
Slide42GuidelinesFor writing a memo depend on the format you choose
block format:
flush left margin, ragged right margin and a space between the paragraphs
modified block format:
flush left margin with indented first line, ragged right margin, no blank spaces between paragraphs
42
Slide43Block Format Example
43
MEMORANDUM
TO:
Staff
FROM:
Alex Trinh
DATE:
March 24, 2010
SUBJECT:
Policy Change
As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31
st
.
All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror.
We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at
ted@parking.com
.
mm
enclosure
Slide44Modified Block Format Example
44
MEMORANDUM
TO:
Staff
FROM:
Alex Trinh
DATE:
March 24, 2010
SUBJECT:
Policy Change
As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31
st
.
All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror.
We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at
ted@parking.com
.
mm
enclosure
Slide45MEMORANDUM
TO:
Staff
FROM:
Alex Trinh
DATE:
March 24, 2010
SUBJECT:
Policy Change
As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31
st
.
All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror.
We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at
ted@parking.com
.
mm
enclosure
Memo Spacing
45
TOP MARGIN 1”
SIDE MARGINS 1”
2 Spaces
2 Spaces
2 Spaces
2 Spaces
2 Spaces
2 Spaces
2 Spaces
2 Spaces
Slide46Types of Memos
Include the following:
directive memo
response memo
trip report memo
field report memo
46
Slide47MEMORANDUM
TO:
Staff
FROM:
Alex Trinh
DATE:
March 24, 2010
SUBJECT:
Policy Change
As a result of parking lot congestion and frequent accidents, we are implementing a new parking procedure which will go into effect next Monday, the 31
st
.
All employees will be issued a parking pass which corresponds to a designated parking spot. This pass should be clearly hung from your rearview mirror.
We hope this new policy will help ensure safety and efficient parking practices. If you have any questions or comments, please email Ted at
ted@parking.com
.
mm
enclosure
Directive Memos
State policies or procedures the writer wishes the reader to follow
Vary in length depending on how many issues need to be covered and to what degree of detail
Should begin with a clear statement as to why the memo is being sent, followed by justification for the statement
47
Slide48Response Memos
Are sent in response to a question or information request
Contain four parts:
purpose statement
explaining the memo is being sent to answer a question or supply requested information
summary
of the information requested or answer to the question
discussion
concerning any information which the writer feels should be stressed
action section
explaining the action which the writer will take or feels should be taken to address the issue
48
Slide49Trip Report Memos
Are usually sent from a worker to a supervisor after returning from a business trip
Includes the same four categories as a response memo:
purpose statement
explaining you are providing information on your trip
a
summary
of the trip, covering only the important points
discussion
concerning any information needing to be addressed or highlighted
the
action section
stating any proposed changes or recommendations
49
Slide50Field Report Memos
Report on inspection and proceduresInclude the problem, methods, results and conclusions
little time is spent explaining the methods
Are constructed through the following format:
purpose of memo
summary
problem which resulted in performing the procedure
methods
results
conclusion
recommendations
50
Slide51MemorandumsAssessment
51
Slide52AssessmentThe term memo is shorthand for which of the following?Memorium
MemorandumMemorized
Memoirs
How do memos differ from business letters?
They are more formal and contain more professional wording
They are usually longer
They do not have salutations
They are only used for communication between companies
52
Slide53AssessmentWhich of the following is NOT a component of memos?Inside address
Typist initialsHeading
Enclosure notification
Which of the following describes a memo’s “purpose statement”?
A part of the salutation which thanks the reader
The first sentence of the message which summarizes it
The last paragraph of the message stating any action required of the reader
A notification of the people the memo was sent to
53
Slide54AssessmentWhich of the following is NOT a type of memo?Field report memo
Response memoFact check memo
Directive memo
54
Slide55Assessment55
Slide56Assessment
Which of the following is NOT one of the parts of a business letter?
Inside address
Closing
Executive summary
Enclosure notification
Business letters and memos should be written using the same
tone.
True
False
56
Slide57Assessment
Letterhead allows a letter to be more professional because it designates the letter is a(n) __________ document.
Informative
Urgent
Confidential
Official
What does the phrase “cc: John Smith” indicate when included at the end of a letter?
Additional papers regarding John Smith are included
John Smith wrote the letter as requested by the sender
John Smith is an additional recipient of the letter
The recipient should notify John Smith the letter was received
57
Slide58Assessment
Most letter formats require single spacing.True
False
Memos are commonly used to _________ or _________.
Scold; Punish
Congratulate; Encourage
Hire; Fire
Inform; Persuade
_________ memos state policies or procedures the
writer
wishes the reader to follow.
Directive
Field report
Response
Trip report
58
Slide59Assessment
_________ memos are sent in response to a question or information request.
Directive
Field report
9. _________ memos are used to report on inspection and procedures.
Directive
Field report
________ memos are usually sent from a worker to a supervisor after returning from a business trip.
Directive
Field
report
59
C. Response
D. Trip report
C. Response
D. Trip report
C. Response
D. Trip report
Slide60Resources
(2007). Retrieved March 16, 2009, from Oregon State University: http://oregonstate.edu(2009). Retrieved March 16, 2009, from The University of North Carolina at Chapel Hill: http://www.unc.edu
The Purdue Online Writing Lab
. (1995-2008). Retrieved March 16, 2009, from Purdue: http://owl.english.purdue.edu
Welcome to Writing
. (1993-2009). Retrieved March 16, 2009, from Colorado State University: http://writing.colostate.edu
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Slide61Acknowledgements
Project Coordinator:Meghan Blanek
Technical Writer:
Jessica Odom
Executive Producers:
Gordon Davis, Ph.D.,
Jeff
Lansdell
Production Coordinator:
Brandon
O’Quinn
Amy Hogan
Graphic Designer:
Ann Adams
©
MMXIV
CEV Multimedia, Ltd.
61
Brand Manager:
Megan O’Quinn
Production Manager:
Dusty Moore