Creating Your Companys Correspondence Guidelines
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  • 1. Creating your Company’s Correspondence Guidelines Memos and Letters
  • 2. Memos Internal Correspondence
  • 3. Using a Standard Memo Format
    • The heading should include your company logo or name and “Memo” typed within the title
    • Include: who the memo is to , from (initial if sending an original), the date , and the subject
    • Use the intro; body; conclusion organization
    • List additional recipients at the bottom of the page with the carbon copy notation cc:
  • 4. Most Common Uses of Memos
    • Announcing company policies or changes
    • Requesting information from an internal source
    • Transmitting documents within the office
    • Instructing others within the company
    • Reporting results to others in office
    • Confirming conversations within the office
  • 5. Tips for Effective Memo Writing
    • Use informative subject lines and headings
    • Be clear and to the point
    • Take your time and write an outline or rough draft
    • Use lists to highlight your main points
    • Establish goodwill in the closing
  • 6. Letters External Correspondence
  • 7. Standard Letter Format
    • 2” Top margin and 1” – 1 ½” side margins
    • Center your company address and logo at top of page
    • Everything should be left aligned except your company’s letterhead
    • Enter 3 line spaces and type the date (write out the month)
    • Enter 2-6 line spaces and type recipient’s name, title, and address
    • Enter 2 line spaces for the salutation; to separate paragraphs (rather than indenting); before complimentary closing; to list enclosures and additional recipients
    • Use four line spaces between complimentary closing and your typed name/title to leave space for your hand written signature
  • 8. Most Common Uses of Letters
    • Delivering routine and positive messages outside your company
    • Delivering negative messages to clients, vendors, or potential employees
    • Promoting your company to others
    • Explaining contents of a package being sent to a client or vendor
  • 9. Tips for Effective Letter Writing
    • Make sure your tone is professional
    • Use accurate grammar, spelling, and format
    • Create goodwill by using a respectful, modest, and positive tone
    • Use a direct pattern for positive messages and an indirect pattern for negative messages