New Perspectives on Communicating in Business with Technology Tutorial 3 1 Routine Correspondence Writing Memos, Everyday Letters, and Form Letters

2 New Perspectives on Communicating in Business with Technology Tutorial 3 Memo Uses... s replacing memos  Most common method of distributing routine messages Still need form of communication that  Combines structure of longer document with businesslike format The memo format fits the bill!

3 New Perspectives on Communicating in Business with Technology Tutorial 3 Memo Uses Write to distribute routine information that fits in one screen Write memo to distribute more in-depth information  Requires one to three pages and will likely be printed

4 New Perspectives on Communicating in Business with Technology Tutorial 3 Memo Uses Three principal categories of memos:  Define procedures  Make requests  Summarize progress

5 New Perspectives on Communicating in Business with Technology Tutorial 3 Memo Uses Define Procedures  Summarize procedure in subject line: “Procedure for Submitting Travel Expense Reports”  Define procedure in paragraph 1  Use numbered steps to present actions associated with the procedure  Use action verbs to begin each step  Highlight key items in bold and italic

6 New Perspectives on Communicating in Business with Technology Tutorial 3 Memo Uses Make Requests  Summarize the request in the subject line: “Request to Attend the Special Event Expo in Paris”  Define the request in paragraph 1  Use headings to organize the request  Present key information related to the request in an easy-to-read format Tabs with dot leaders Table forms

7 New Perspectives on Communicating in Business with Technology Tutorial 3 Memo Uses Summarize Progress  Describes project-related activities, provides progress report, or explains strategies  State context of progress in subject line: Progress Report: Deronde Corporate Event  Define progress context in paragraph 1  Present key information in easy-to-read table  Highlight action items

8 New Perspectives on Communicating in Business with Technology Tutorial 3 Organize Content for Memo Use PDA format Purpose  Include purpose statement at beginning Details  Use the 5W technique to determine memo content Action Statement  Request a specific action from reader

9 New Perspectives on Communicating in Business with Technology Tutorial 3 Organize Content for Memo Sample subject and purpose statement for Request memo SubjectPurpose Statement Request to Attend Workshop I am requesting permission to attend the “Improve Your Leadership Skills” workshop sponsored by the Albuquerque Chamber of Commerce.

10 New Perspectives on Communicating in Business with Technology Tutorial 3 Organize Content for a Memo SubjectPurpose Statement Booking Large Venues To conform to the guidelines set by the city of Albuquerque, all consultants need to use a new procedure for booking large venues such as the convention center and stadium. The required procedure is outlined below. Sample subject and purpose statement for a Procedures memo

11 New Perspectives on Communicating in Business with Technology Tutorial 3 Organize Content for a Memo SubjectPurpose Statement Progress Update: Marissa’s Retirement Party With two weeks to go before Marissa’s retirement part on March 3, the committee has completed the arrangement outlined below. Action items are highlighted in yellow. Sample subject and purpose statement for a Progress Summary memo

12 New Perspectives on Communicating in Business with Technology Tutorial 3 Organize Content for a Memo Use 5W Technique to gather details for memo  Who?  What?  Where?  When?  Why?  How? Ask questions you think the reader may have

13 New Perspectives on Communicating in Business with Technology Tutorial 3 Format a Memo Create the memo heading information  To:  From:  Date:  Subject: Present information in easy-to-read format  Use tabs, tables, columns, bullets, numbering

14 New Perspectives on Communicating in Business with Technology Tutorial 3 Format a Memo Plain text does little to help communicate content Tables, shading, and use of white space improves communication

15 New Perspectives on Communicating in Business with Technology Tutorial 3 Format a Memo Three memo templates available in Word:  Contemporary  Professional  Elegant Modify spacing of template text in the Format Paragraph dialog box

16 New Perspectives on Communicating in Business with Technology Tutorial 3 Use Borders and Tables --MS Word Customize a border line in the Borders and Shading dialog box

17 New Perspectives on Communicating in Business with Technology Tutorial 3 Use Borders and Tables --MS Word Convert tabbed text into a table form  Show formatting marks  Identify the location of each tab character  Ensure just one tab character appears between each column of text

18 New Perspectives on Communicating in Business with Technology Tutorial 3 Use Borders and Tables --MS Word Open the Convert Text to Table dialog box  Table, Convert, Text to Table  Enter the required number of columns

19 New Perspectives on Communicating in Business with Technology Tutorial 3 Use Borders and Tables --MS Word After converting text into a table form, apply an attractive Table AutoFormat

20 New Perspectives on Communicating in Business with Technology Tutorial 3 Customize Bullets/Numbers--MSWord Number items in a list:  When items correspond to steps in a procedure Use bullets:  To present a point form list when order of items is not important

21 New Perspectives on Communicating in Business with Technology Tutorial 3 Identify Letter Types Letter TypePurpose Request To request items or services about which the reader is neutral Confirmation To confirm an agreement, meeting, or event Transmittal To accompany an attachment such as a report, resume, or shipped order Acceptance To say “yes” to a reader’s request Personal To say thank you, or to offer congratulations or condolences

22 New Perspectives on Communicating in Business with Technology Tutorial 3 Structure Everyday Letters Paragraph 1:  Include the reason for the letter and a reference to the reader Paragraph 2:  Provide additional details Paragraph 3:  Thank the reader and invite action and/or further contact

23 New Perspectives on Communicating in Business with Technology Tutorial 3 Structure Everyday Letters Request Letters  Ask for something specific  Could use instead of a letter  Use a letter to represent the company more formally  Use point form where possible to present details

24 New Perspectives on Communicating in Business with Technology Tutorial 3 Structure Everyday Letters Confirmation Letters  Confirm a formal agreement  Use tabs with dot leaders to communicate details in a readable way  Ensure the reader can see important information at a glance

25 New Perspectives on Communicating in Business with Technology Tutorial 3 Structure Everyday Letters Transmittal Letters  Also referred to as cover letters  Use to accompany an attachment  Provide the reader with information about the attachment

26 New Perspectives on Communicating in Business with Technology Tutorial 3 Structure Everyday Letters Acceptance Letters  Respond positively to a request  Give the “good news” right away  Provide details where required  Close positively

27 New Perspectives on Communicating in Business with Technology Tutorial 3 Structure Everyday Letters Personal Letters are usually handwritten Used to thank reader, congratulate reader or offer condolences

28 New Perspectives on Communicating in Business with Technology Tutorial 3 Format Letters Letterhead components  Company name  Logo or company slogan, if available  Company street address  Company phone and fax numbers  Company address or Web site address

29 New Perspectives on Communicating in Business with Technology Tutorial 3 Format Letters Poorly designed and cluttered letterhead Clearly designed letterhead

30 New Perspectives on Communicating in Business with Technology Tutorial 3 Format Letters Block letter format Modified Block letter format

31 New Perspectives on Communicating in Business with Technology Tutorial 3 Use Tabs in Word Organize details with tabs and dot leaders

32 New Perspectives on Communicating in Business with Technology Tutorial 3 Identify Types of Form Letters Confirmation Form Letter  Confirms a shipment or contracted service Acceptance Form Letter  Extends an offer of employment or agrees to a request Refusal Form Letter  Requires a five-paragraph structure (see Tutorial 4)

33 New Perspectives on Communicating in Business with Technology Tutorial 3 Components of Form Letter Main Document  Contains all common information required for every letter  Defines location of variable information Data source  Contains all variable information for each letter recipient

34 New Perspectives on Communicating in Business with Technology Tutorial 3 Use Mail Merge –MS Word Tools menu, choose Letters and Mailings, choose Mail Merge Complete Mail Merge steps from Mail Merge task pane  Customize the address list  Insert fields from the data source  Preview the merged letters  Print selected letters