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Business Correspondence memo, fax, email

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Business Correspondence memo, fax, email

  1. 1. Seminar-Workshop on Business CorrespondenceOctober 9-10, 2012Bureau of Fisheries and Aquatic Resources- IV-A,Venue: National Irrigation Agency
  2. 2. •••••Memorandum•••••••••••••••••••••••••••••
  3. 3. Why learn about writing memos?• Important form of corporatecommunication• Clear and concise communication ofcomplex subjects• Writing style and approach applicable toother communications, such as email
  4. 4. Purpose of a memo• “solve problems” by:– informing– persuading– refuting– arguing– analyzing– …• Recipients: one person, severalpersons, one or more groups, a wholecommunity
  5. 5. Purpose of a memo• “solve problems” by:– informing– persuading– refuting– arguing– analyzing– …• Recipients: one person, severalpersons, one or more groups, a wholecommunity
  6. 6. Functions of MemosAnnouncing a company policy or planChanging a policy or procedureOffering information (FYI)Setting an agendaMaking a requestExplaining a procedure or givinginstructionsClarifying or summarizing an issue
  7. 7. Functions of MemosAlerting readers to a problem or a deadlineConfirming the outcome of a conversationCalling a meetingReminding readers about ameeting, policy, or procedureCirculating minutes of a meeting
  8. 8. Functions of MemosProviding documentationProviding suggestions orrecommendationsDocumenting, for your ownprotection, what you did or did not doSummarizing a long report or proposalCongratulating a co-workerResigning your post
  9. 9. General rules• Keep your audience in mind.• Follow a structure.• Follow an outline.• Get to the point early.• Revising is easier than writing perfectly the firsttime.• Follow style guides and writing manuals.
  10. 10. Memo planHeaderSubject lineOpening paragraphSupportingdetails/explanationClosing}}
  11. 11. Header• To: recipient (individual orgroup)• From: you/office• CC: more recipient(s)• Date:• Use correct names/designations for recipients.• Include titles when appropriate, for all recipientswhen possible.
  12. 12. • The identifying information includes thefollowing linesTO:FROM:DATE:SUBJECT:Memo FormatIf your memo is going to more than onereader, make sure you list them in the order oftheir status in your companyWrite your name (and job title, if necessary for thereader.) You may write your initials after yourtyped name to verify the memo comes from youGive the full calendar dateThis serves as the title line of your memo.Summarize your message/purpose precisely
  13. 13. Memo Protocol and Company Politics• Regardless of where you work, youremployer will expect your memos to betimely, professional, and tactful• Most companies have their own memoprotocol– Accepted ways in which in-housecommunications areformatted, organized, written, and routed
  14. 14. Memo Format• Some companies use a standard formwhile others have their memo printed ontheir letterheads• The memo may be on a half sheet or a fullsheet• Basically, the memo consists of two parts– The identifying information at the top– The message itself
  15. 15. 4–16Memo Style and Tone• The style and tone of your memo will becontrolled by the audience within yourcompany or agency– Casual tone• When writing to a co-worker whom you knowwell– Formal tone• When writing to a managerRemember that your employer and co-workers deserve the sameclear and concise writingthat your customers do
  16. 16. Subject line• Probably the most important part of yourmemo.• Summarize the intent of your memo, e.g.:– “Request for assistance with grant project”– “Consequences of recent material thefts”• Specific, concise and to the point
  17. 17. Opening paragraph• Complete summary of your memo• provide:– context– task/action/request– summary of the rest of the memo• Best: put your intent into the first sentence
  18. 18. Supportingdetails/explanation• Maintain a global structure, such asfindings  implications  action items• Arrange facts in a logical order• Don’t provide more detail than necessary• Use bullet points where appropriate• Use correct structure bullet points
  19. 19. Closing• If necessary, summarize what you wantrecipient(s) to do.• Provide clear instructions, includingdeadlines where applicable.• Provide further references/contactinformation when appropriate.
  20. 20. Memos, Faxes, and E-Mails1. Each is streamlined for the busy world ofwork.2. They give busy readers information fast.3. Even though they are routine, they stilldemand a great deal of your thought andtime.
  21. 21. Strategies for Organizing a Memo1. Introduction– Tell readers clearly about what prompted you to write– Explain briefly any background information needed– Be specific2. Discussion– State what is important, who will be affected, what caused it– Indicate why changes are necessary– Give precise dates, times, locations, and costs3. Conclusion– Request a reply by a specific date– Provide a list of recommendations– Ask readers to call if they have questions
  22. 22. Organizational Markers• Headings– Organize your work and make information easy forreaders to follow• Numbered or bulleted lists– Help readers see comparisons and contrastsreadily and thereby comprehend your ideas morequickly• Underlining or boldfacing– Emphasizes key points. Do not overuse thistechnique; draw attention only to main points andthose that contain summaries or draw conclusionsHeadingBulletedListUnderlining
  23. 23. •••••E-mail•••••••••••••••••••••••••••••
  24. 24. E-Mail• E-mail is easy and immediate.• Should not replace formal letters• You can send a variety of documents via e-mail.– Memos– Correspondence– Pictures– Video clips– Soundbites– Various tables, lists, and statistical files
  25. 25. Business E-Mail versusPersonal E-Mail• Employers own their Internal e-mailsystems and thus have the right to monitorwhat you write and to whom• Any e-mail at work can besaved, stored, forwarded, and mostsignificantly, interceptedAlways remember that your e-mail could be forwarded to peopleyou did not intend to send it to
  26. 26. Guidelines for Using E-Mail• Make sure your e-mail is confidential andethical• Observe all the proprietary requirementswhen using e-mail• Follow all the rules of “Netiquette” whenanswering e-mail• Use an acceptable format• Adopt a professional style• Insure that your e-mail is secure
  27. 27. E-Mail versus Memos or LettersE-Mail Memo LetterBrief messages X XInformal X XFormal XLegal record X XRelaxed tone X XConfidential material X XMultiple pages XReports X XIn-house messages X XProofreading X X X

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