Business letters and memos Formatting Review Business letters and memos

Letter vs. Memo: What’s the difference? MEMO (Memorandum) LETTER Internal For communicating messages inside a company External For communicating outside the company (customers, suppliers etc.) Functional Layout Headings at the top, no salutation, no signature (informal) Formal Layout Addresses (sender and receiver), salutation, formal closing etc.

Company name… top of page Include position / title (for all names) Initial (by hand) beside your name Put month in writing Subject line - BOLD No salutation No formal closing or signature

Co. name and address (could be letterhead) 1. Recipient name / title 2. Company name 3. Complete Address Salutation - Dear Name: Body 1. Complimentary Close 2. Signature (by hand) 3. Typed Name 4. Title

Letter format – what goes where? Receiver’s company name / address Complimentary Close Receiver’s Name & title Body of letter Date Your company name / address Signature – hand writing Your position / title Salutation Your name 1. ________________________ Your company name / address 2. ________________________ Date 3. ________________________ Receiver’s name and title 4. ________________________ Receiver’s co. name / address 5. ________________________ Salutation 6. ________________________ Body of letter 7. ________________________ Complimentary Close 8. ________________________ Signature 9. ________________________ Your name 10________________________ Your position/title

Letter Format Letter formats have evolved over time… 1960’s and 70’s Semi-block and Block formats used tabbed indents and varied alignment 1970’s and 80’s: Full-block format no indents – left justified, simpler 1990’s – 2000’s simplified format – less formal No Salutation (Dear…) No Complimentary close (Yours…)

Inside Address Position: two to four spaces below date Left-aligned Include name of specific person if possible Include job title may also include Mr. Ms. Mrs. (optional) NOTE: Adjust vertical position of letterhead/heading and inside address to balance your page layout.

Salutation Position: usually two line spaces below inside address Begin with Dear, end with colon (:) Use ‘attention’ instead of ‘dear’ if… …you don’t know the person’s name (eg: Attention: General Manager) …it’s going to a group of people (eg: Attention: Engineering Department)

Letter Text Begin two lines below salutation Typical structure: Introduction paragraph – identify purpose and engage interest Details - one or more paragraphs depending on content of letter Closing paragraph – sum up, encourage action if applicable, and provide contact info:

Letter Text Keep paragraphs short – fewer than 8 lines if possible Consider using bullets or lists to make detailed information easier to follow

Closing – Three Components Complimentary Close (eg: Sincerely,) Signature (allow three line spaces) Writer’s name and position Common Closings Yours Truly, Sincerely, Respectfully, Regards, Best Wishes etc.

Optional Elements Attention line: if you don’t know person’s name, or if writing to group Subject line: good for attracting attention to purpose. Place below salutation. Enclosure Note: below writers name – state number of enclosures (Enclosures 2, Encl. 2) Distribution Note: at very bottom – indicate with copy, c, bc, or distribution (c. Danielle Duggan)

Design Factors Choose format – full block or simplified Use 10-12 point font Use quality stationery Use uniform margins and spacing to achieve balance and visual appeal Keep it short – one page if possible

Two Business Letter Categories Two Strategies Two Business Letter Categories DIRECT Generally good for business messages: efficient and clear INDIRECT Often a better approach for negative or persuasive messages Determined by purpose of the writer and anticipated reactions of the reader

The DIRECT Approach… Puts the main point (purpose) in the first paragraph Explanation and details are provided in the following paragraphs Direct and efficient – good for most business writing.

The INDIRECT Approach… Explanation and details come BEFORE main point Allows you to ‘cushion’ bad news, or state arguments when you expect resistance. Good approach for negative or persuasive messaging

The INDIRECT Approach… If message is negative… (ie. complaint, refusal, bad news): Prepares the reader shows diplomacy and consideration Allows you to emphasize the positive If message is persuasive… overcomes resistance by stating reasons and background first. Leads reader logically to desired conclusion

Use DIRECT Approach… When bad news is not so damaging To make sure receiver does not overlook the bad news When there are legal, ethical, or procedural reasons to use directness When receiver prefers directness When clarity or firmness are necessary

Business letters and memos Formatting Review Business letters and memos