3MemoThe plural of Latin word memorandum is memoranda. Most people use the words “memo” or “memos”A memo is a message written for communicating with others within organization.Memorandums are used for many purposes; to convey information from one department to another, to report on various business transactions, to communicate between branches or for records and reference.
4Memo formatThe format or layout of a memo might vary a little from company to company.There are 2 memo formats which are standard and simplified.Standard memo is usually keyed on a form with printed template headings of TO, FROM, DATE, and SUBJECTSimplified memo is omitted the headings (TO, FROM, DATE, and SUBJECT)
5I. Standard MemoTO: Jane Smith, Holly Marshall, Joe DiMaggio, Adrian MonkFROM: Patrick Starr, Human Resources DirectorRE: Company HolidaysDATE: July 12The Acme Corporation will be closed on the following official holidays. Full time employees who have been withthe company for six months or more will receive a full day's pay on a holiday. Full time employees who haveworked less than six months, part time employees and interns are not eligible for paid holidays. Please makesure you change your voice mail message to announce that the office is closed and make any arrangements foremergency projects to be covered while you are enjoying your holiday.Official Acme Company HolidaysJanuary 1 New Year's DayFebruary 12 President's DayMay 30 Memorial DayJuly 4 Independence DaySeptember 1 Labor DayNovember 24 Thanksgiving DayDecember 25 Christmas Day
6In-class Assignment (individual): Suppose you are member of student union, write the memo to all KKUIC studentsStudent union wants to know whether what should we(KKUIC students) do during the semester break (in November 24-December 13). You as the student union wants to hear ideas from other students.
8Business LetterBusiness letter are letters written to people in business organizations for various purposes; therefore, there are many types used in business communication. For example: Inquiry letter, order letter, complaint letter, etc.
9Business Letter Parts Letterhead Date Attention line* Inside address Subject line*SalutationBody of the letterComplimentary closingSignatureReference initialsEnclosure notation*Copy notation*
10Letterhead It should include: Who – the name of the company. American firms usually use “Inc.” (Incorporated) while British firms use “Ltd.” (Limited)Where – a complete address of the firm including telephone, fax numbers, and addressWhat – words indicating the nature of business (if it’s not clear from the firm’s name)It also can contain trademark, slogan, locations of branch offices, etc.
11LetterheadExample:Acme Explosives, Inc B Dry Gulch Alley Lonesome Coyote AZ (602)
12DateIt is typed three or four lines below the last line of the letterhead where it balances the letterhead.Always type out the full name of the month (do not use numerals to indicate a month) to avoid confusion in international correspondenceRecommend to use either of these commonly used styles:American style: September 4, 2008Military style: 4 September 2008British style: 4th September, 2008
13Attention Line* (Optional) If used, the notation “Personal” or “Confidential” is placed two or three lines below the dateline.
14Inside addressIt identifies the name(s) of the person(s), and the name and address of the company or organization to whom the letter is addressed.But if you don’t know the name of the person, address your letter title of his/her position rather than to the company name alonePlace the courtesy title or professional title in front of the name, if you write to an individualCourtesy title: Mr., Mrs., Miss (Use Ms. When you don’t know the woman’s marital status)Professional title: Dr., Professor, etc.
15Inside addressA person’s title of position in an organization (business or executive title) may be used after his/her nameExample:Mrs. Karen Maxwell, DirectorConsumer Services DivisionABC Company000 West 12th StreetToronto, Ont
16Subject or reference line* (Optional) It is often underlined and it is placed below the inside address.It is used when you want to include or refer to a file or reference number (e.g. of an order, the name of special project or a certain date) in a letterExamples:Subject: Holiday Schedule for 2009Ref: Your order No.2338ARe: Insurance Policy No AbC
17SalutationShould use the person’s name (if possible) and always make sure that spelling is correct.American style – it usually followed by a colon(:) while the comma(,) is commonly used for personal letters of condolence and sympathy.British style – comma(,) is always used after the salutation
18Lists of salutations (to a man and a woman): Sir:Dear Sir:Dear Mr. Brown: (last name)Dear Bobby,WomanMadam:Dear Madam:Dear Mrs. Brown:Dear Kathy,Most formalLeast formalFor more than 1 man, American frequently uses “Gentlemen:” while British uses “Dear Sirs,”For more than 1 woman, American frequently uses “Ladies:” while British uses “Mesdames,”
19Body of the letter It is the main part of business letter. It is usually single-spaced and has double spacing between paragraphs and before complimentary closing.
20Complimentary Closing The complimentary closing ends the letter.It is typed two lines below the last line of the body of the letter.Only the first letter of the first word of the closing is capitalized.A comma(,) follows the closing.
22Signature line (signature bloc) The name of the person who signs the letter is typed 3 or 4 lines below the complimentary closing.Normally, you can include your 5 separate identifications in this part:SignatureType-written nameBusiness titleDepartmentCompany name
23Signature line (signature bloc) Examples:Sincerely,(Signature)Joseph L. CottonDirector, Marketing ServicesYours truly,Marion Nicholson, ManagerCustomer Services DepartmentProcter & Gamble Manufacturing (Thailand) Complimentary closing Type-written name Business title, Department Complimentary closing Type-written name, Business title Department Company name
24Reference initials* (optional) Your initials as dictator(writer) of the message (capital letter) and those of your typist (lowercase letter)It usually appears at the left margin on the same line as signature bloc or 2 spaces below that.However, you don’t need to type this part in the letter if you type the letter yourself.Example: PY:scWriter’s name = Piyanuch YindeesookTypist’s name = Sunny Chawala
25Enclosure notation* (optional) It is typed directly below the reference initials.It indicates that something has been enclosed with the letter (for examples, a resume, a brochure, a report, or a photograph)The word “enclosure” or “enclosures” is often abbreviated as Enc. or Encls.Examples:Enc.: 1 resumeEncls.: 3 brochures
26Copy (Carbon-Copy) notation* (Optional) It is typed directly below the enclosure notation or reference initials.It indicates that a copy (abbreviated as cc:) of the letter has been sent to the person who has been named.Example:cc: Marry Andersoncc: Kelly Clarkson
273 Business Letter Formats Block-style format: All lines are typed against the left hand marginModified block-style format: The dateline and the complimentary closing are typed slightly to the right page centerSemiblock-style format (Indented letter format): The paragraphs are indented five spaces from the left of the margin. The dateline and complimentary closing are slightly to the right of the page center
28I. Block-style formatAll line type against left hand margin
29II. Modified block-style format dateline and complimentary closing are typed slightly to the right page centerOther line type against left hand margin except dateline and complimentary closing
30III. Semiblock-style format The dateline and complimentary closing are slightly to the right of the page centerParagraphs are indented five spaces from the left of the margin
31In-class Assignment: Memo Write the memorandum as directed below:You are the marketing manager of Thai Ceramics Ltd. located in Chiangmai province. You have seen an announcement (and a descriptive brochure) of the “International Home Show 2009” to be held at the Queen Sirikit Convention Center. To show, which features exhibitions of home decoration, furniture and supplies, will run for 7 days beginning Friday, February 20. You would like to attend the exhibition for 1 day and take your assistant with you, Ms. Patty Min.You plan to fly from Chiangmai, attend the exhibition and then return. You estimate the cost for trip to be 8,000 Baht. Write a memo to the general manager.