This document provides information on writing business correspondence, specifically letters and memos. It discusses the components and structure of business letters, including the letterhead, salutation, body, closing, and signature. It outlines eight common types of business letters such as letters of application, recommendation, inquiry, and complaint. The document also explains what a memorandum is and compares the typical structure of a memo to a letter. Memos omit salutations and closings, and include a heading with to, from, date, and subject fields. Sample structures are provided for both a business letter and memorandum.

1. Writing official
correspondence
Chris Chimzimu
Malawi College of Health Sciences – Blantyre Campus

2. There are several business communication tools,
including the following:
business letters,
memorandums,
business reports,
curriculum vitae, and
minutes.
This presentation will deal with letters and memos

3. Business letters
• According to Chikoti (2008), a letter can be defined
as a written form of communication between
individuals who are of different organizations.
• It is also a formal channel through which ideas and
opinions can be shared between organizations.

4. Types of business letters
Chikoti (2008) has described eight types of business
letters, as follows:
• Letter of Application: This is written to formally
express the writer’s interest in offering services or
products to the recipient. Usually, the letter is
supported by documents or statements that shows
the writer’s past experience in the field.
• Letter of Recommendation/Reference: This type of
letter shows the writer’s opinion on the suitability
of a person/service/product being recommended.

5. • Offer Letter: This is written to show that the writer
has agreed to give the recipient an opportunity to
deliver his/her services. The letter may contain
conditions of service, which the recipient may be
required to sign before assuming his/her
responsibilities.
• Letter of Termination: This is written to officially
announce the termination of service, contract, or
employment.

6. • Letter of Solicitation: This is written to make an
appeal for favours, assistance, support, etc. For
example, the writer gives reasons for requiring
support and how the support will be used.
• Letter of Inquiry: This is written to obtain
information from the recipient. The writer should
ask for information and give reasons why the
information is needed.

7. • Letter of Complaint: This is used to formally express
dissatisfaction with a service or product. The details of
the service/product are given as well as how it failed to
meet customer expectation. However, maintaining a
good relation should be of importance.
• Letter of Adjustment: This is written in response to
queries or complaints, after research has been done. It
should provide the recipient an opportunity to know
why the writer’s organization failed to live up to the
customer’s expectation. The letter also explains the
stance taken by the organization in regards to the
complaint.

8. Components of a business letter
• Letterhead: Contains company logo, company
name, address, contact details, etc.
• Writer’s address/return address: This is used if
different from the letterhead address. It is contact
information the recipient needs in order to reply to
the letter.
• Date: Written below the writer’s address or
letterhead, separated by a line. It should be written
in full.

12. • Reference details: This may be a reference code
known by members of the company. Its for filing
purposes
• Recipient’s address: This is written in the same way
one would address an envelope.
• Salutation: In a formal greeting, Dear is used and
followed by the person’s title and surname.
• Subject: This states what the letter is in regards to;
it is the topic/subject of the letter.

13. • Opening paragraph: This introduces the aim of the
letter. It may be done using any one (or more) of
the following approaches:
• a) Stating the reason for writing
• b) Giving the background of the issue
• c) Reminding or quoting the intentions and/or
demands of earlier correspondence
• d) Acknowledging or thanking the reader for any
offers/favours extended to the writer in relation to
the subject matter.

14. • Body: This indicates the contents of the letter, the
details, particulars, and aims. The ideas are developed
fully and supported. Each paragraph should contain one
main idea.
• Closing paragraph: This communicates what the writer
wants the reader to do or know after he/she reads the
letter.
• Signing off: shows that the letter has come to the end
• Signature: The signature, name of writer (typed) and
position/title of writer is given at the end of the letter.

16. • Dear Sir Yours faithfully
• Dear Madam Yours faithfully .
• Dear Sir or Madam Yours faithfully
• Dear Mrs. Tikiwa Yours sincerely
• Dear Dr. Banda Yours sincerely
• Dear Messrs Banda, Phiri and Jere Yours sincerely
• Dear Mesdames Banda, and Jere Yours sincerely
• Dear Customer Yours sincerely
• Dear Doctor Yours sincerely
• Dear Student Yours sincerely
• Dear John Best regards
• Dear Aniza Yours truly
Lovely yours
• Dear Yours

17. • Reference material: These abbreviations are
written below the signature/name of writer, to
indicate the following:
• a) AUTHOR’S INITIALS/typist’s initials: for example,
JKH/tp represents the author’s initials (capital
letters) and the typist’s initials (lowercase letters)

18. • b) Enc: This informs the reader that there are other
documents besides the letter. After the Enc: write a
description of the documents included.
• c) Att’d or Attch: This informs the reader that there
are attachments. After the Att’d write a description
of the attachment.
• d) C: or Copy or Cc: These are used to indicate other
people who have received a copy of the letter. After
the C: write the names and/or positions of those
receiving a copy of the letter.

19. • e) Bc: or Bcc: Both are used to indicate a blind copy
was sent.

20. Memorandum
• This is a formal means of communicating within an
organization.

21. • Memo [memorandum] plural memoranda the word
come from Latin root ‘memorare’ which means
‘something to remember’.
• [Memos are formal means of written
communication within an organization.
• Memos omit salutation and the close entirely.
• They never use indented paragraphs.]

22. Usually the text of a memo is slightly different from
that of a letter because of the following reasons:
• The sender and the recipient are familiar with
activities taking place in the same organization
• Members are familiar with each other’s personality
and character and can modify their expressions
accordingly.

23. • Memos are regarded as matters of ‘record’ because
the issues may have been discussed previously
during meetings or telephone conversations.
• For the above reasons, most memos in practice are
not restricted to the traditional structure of text
presentation.
• Depending on house style of the organizations;
memos could either be signed or not.

24. Parts
a) Heading: to/Cc/from/date/subject
b) Message/body
c) Reference initials (put next to name under From or
at the bottom of memo)
d) Notations: encl/attch (put at bottom of page)

25. MEMO
TO : The Class presidents
FROM : The Programme Coordinator
DATE : 29th August 2021
SUBJECT : PREPARATIONS FOR NURSES COUNCIL VISIT
I write to remind you that you were appointed into a committee to plan for Nurses Council visit to
our institution.
I have been informed that the first meeting of your committee will be held next week on 5th
September, 2021. Their coming is to monitor the adherence of the institution to the preventive
measures of COVID 19.
Notices and agenda of the meeting will be sent to you shortly; you will be required to gather
enough information to make meaningful contributions once the meetings start.
Wishing you nice meetings
Signature
NAME or INITIALS
(and POSITION OF THE AUTHORITY)

26. MEMO
TO: The Class presidents
FROM: The Programme Coordinator
DATE: 29th August 2017
SUBJECT: PREPARATIONS FOR NURSES COUNCIL VISIT
I write to remind you that you were appointed into a committee to plan for Nurses Council visit to
our institution.
I have been informed that the first meeting of your committee will be held next week on 5th
September, 2017. Their coming is to monitor the adherence of the institution to the preventive
measures of COVID 19.
Notices and agenda of the meeting will be sent to you shortly; you will be required to gather
enough information to make meaningful contributions once the meetings start.
Wishing you nice meetings
Signature
NAME or INITIALS
(and POSITION OF THE AUTHORITY)