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Traditional Correspondence: Memos and Letters

This document compares memos and letters and provides guidance on writing effective memos. Memos are used for internal communication between colleagues, use an informal tone, and may include attachments. Letters are used for external communication and require a more formal tone. The document outlines best practices for memo structure, including providing an introduction that states the topic and purpose, a discussion section with clear organization of content, and a conclusion with a call to action. Effective memos are concise, use simple language and highlighting techniques, and have a tone determined by the relative positions of the writer and reader.

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Hala Tawfik Maklad
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44 views9 pages

Traditional Correspondence: Memos and Letters

This document compares memos and letters and provides guidance on writing effective memos. Memos are used for internal communication between colleagues, use an informal tone, and may include attachments. Letters are used for external communication and require a more formal tone. The document outlines best practices for memo structure, including providing an introduction that states the topic and purpose, a discussion section with clear organization of content, and a conclusion with a call to action. Effective memos are concise, use simple language and highlighting techniques, and have a tone determined by the relative positions of the writer and reader.

Uploaded by

Hala Tawfik Maklad
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Traditional Correspondence

Memos and Letters

Comparison
Memos
1. Internal written to colleagues; 2. Format: Date, To, From, Subject + message text 3. Audience: peers; Specialists or semi-specialists 4. Topics: internal corporate issues and decisions; 5. Tone: informal 6. Attachments and complimentary copies (ccs)

Letters
1. 2. External written to other business; Letterhead address, date, readers address, salutation, text, complimentary close and signature; Semi-specialists; lay people: clients; vendors, stakeholders; Topics related to stakeholders interests More formal; Attachments can be enclosed; ccs sent to other readers

3.

4.
5. 6.

Purposes of Memos
1. Documentation: expenses, incidents, problems, hirings, firings; 2. Confirmation: meeting agenda, date, time and location; decisions of purchase or sale, fees or costs; 3. Procedures: how to use a new machine; 4. Recommendations: reasons to fire or hire, to contract with new suppliers, to merge with other business;

Purposes of Memos
5. Feasibility: the possibility of change in the workplace (practices, procedures, staffing); 6. Status: daily, weekly, yearly statements on the company sales, staffing, travel, financesetc. 7. Directives (delegation of responsibility): informing subordinates of their designated tasks. 8. Inquiry: asking questions about coming events.

All-Purpose Memo Template


Date To From Subject: Focus + Topic Summarizes memos content: Subject: Employee Benefits Package (Topic) Subject: Report on Changes to Employee Benefits Package (Topic + Focus)

Memo Structure
I- Introduction: Get to the point in the introductory sentences State what topic you are writing about + why you are writing TeleCom will introduce new healthcare plans. This will affect 5,000 employees benefits package. I have attached a proposal.

Memo Structure
II- Discussion: Develop content and be specific; Make it readable by itemizing, bulleting, headings, numbering. The proposal includes the following: 1- Reasons for changing our current plan; 2- Monthly cost for each employee; 3- Overall cost to TeleCom; 4- Benefits of the new healthcare system

Memo Structure
III- Conclusion: Thanks Directive: state what you want your reader to do Or what your plans are + provide dated action Please review the proposal, and provide your feedback. We need your input by January 9, 2014. This will help our HR department consider your suggestions and meet your needs.

Memo Style and Tone


One page long; Simple words; Short sentences; Specific details; Highlighting techniques; Informal friendly tone, yet decided by degree of power ( + power; - power; = power)

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