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Creating Your Companys Correspondence Guidelines


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Creating Your Companys Correspondence Guidelines

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