The document provides an overview of office correspondence, highlighting the types and purposes of memos and business emails. It details the structure, characteristics, and best practices for creating effective written communication within a business context. Key do's and don'ts for writing memos and emails are also discussed to maintain professionalism and clarity.

1. VARIOUS FORMS OF
OFFICE
CORRESPONDENCE

2. OFFICE CORRESPONDENCE
A written exchange of internal and external
communication to support all business
processes.
It is also known as the business
correspondence.

3. BUSINESS MEMO
DEFINITION
 A short note written as a communication.
 A written communication strictly between the company’s
offices to another, or used in internal correspondence.
 The difference between a memo and a letter is that the
memo has its title line and series number.
 The employees tend to read the if the title line is related to
their job description. It is also used to implement internal
guidelines or procedures that the employees must follow.

4. SOME TYPES OF MEMOS
 OPERATIONAL MEMO
 FINANCIAL MEMO
 REQUEST FOR ACTION
 DIRECTIVES
 TRIP REPORT
 FIELD REPORT
 DRESS CODE MEMO

5. PURPOSE OF A BUSINESS MEMO
A memo’s purpose is often to inform, but it
ocassionaly includes as element of
persuation or a call to action.

6. BASIC CHARACTERISTICS/FEATURES OF
A MEMO
 Begins with headings such as To, From,
Date, and Subject; such headings are
frequently capitalized and in boldface type.
 Contains statement that is usually written
by higher authorities of an organization for
the purpose of sharing information.
 Records and relay information and makes
brief appeal.
 Less formal than a letter.

7. DO’S OF A MEMORANDUM
 Do stay informed
 Do continue to assume all hiring information
given to you by your employees is valid and
complies with the existing immigration laws.
 Do remember that you are a trusted source
of information.
 Do continue to complete form 1-9 for all new
hires.
 Do update your policies and procedures or
service letters, company loans and NCIS.

8. DON’TS OF A MEMORANDUM
 Don’t poll your employees
 Don’t refer your employees to a source
you have not vetted
 Don’t ignore that employees are excited
about the executive order

9. ORGANIZATION/PATTERN IN WRITING A
BUSINESS MEMO
 Present the main point first
 Maintain a professional, succinct style
 Create a very specific subject line to give the
reader as immediate idea of the memo’s subject
and purpose
 Provide a summary or overview of the main
points, especially if the memo is more than one
page
 Use format features, such as headings, to signal
structure and guide readers to the information
they’re seeking

10. BUSINESS LETTER MEMO SAMPLE
(Announcement Memo)
Little Children Playschool
Forbes Village, Makati City
Series No. 16 – 005
To: All Pre-school Teachers
From: The School Director
Date: February 24, 2016
Subject: Company Outing
In line with the approved budget for the year 2016 – 2017 is the pursuance of the proposed company outing this
coming March 21 to 21 at the San Gregoria Farms and Leisure. We advise everyone to prepare your sports
outfit and toiletries. We look forward to see you enjoy in our two day company outing.
Thank you for your continuous support.
(signature)
Emelda C. De Marlon

11. EXPLANATION:
The announcement memo includes
information about the company outing of
the employees. The company also uses
their own letterhead.

12. BUSINESS EMAIL
DEFINITION
•Business e-mail is an office correspondence that can
either be internal or external. There is no required
format in writing e-mail correspondence but it is
expected that the writer maintain a professional tone.
•Note that the header of the letter is written on the
blank fields including the ‘from’ and ‘to’ fields. ‘From’
contains e-mail from the sender while the field ‘to’
contains the email of the recipient.

13. PURPOSE
 For sharing basic information
 For marketing and advertising
 For negotiations

14. CHARACTERISTICS/FEATURES OF
BUSINESS EMAIL
 Concise
 Intention - focused
 Summarizing
 Well – organized
 Visually scanrable
 Polite tone and tone appropriate
 Clear on action

15. ORGANIZATION/PATTERN IN WRITING A
BUSINESS EMAIL
 Find your business email audience
 Know the structure of a business email
 How to write a business email?
Key Points To Remember:
- Be concise
- Don’t use as inappropriate email address from which to send your email (such
as ‘hotlips @yahoo.co-uk')
- Make sure you title your email clearly is the subject box as this helps the
reader to refer to your email at a later date.
- Use ‘plais-text‘ for your formatting rather than HTM2
- Use bulleted lists and keep paragraphs short
- Do not block capitals
- Do not use ‘emoticons‘
- Avoid over-familiar language, slang or abbreviations – such as LOL or BTW
- Don’t be sloopy with grammar or ignore formatting

16. DO’S OF A BUSINESS EMAIL
 Consider your readers
 Provide a clear, specific subject line
 Use excerpts from previous messages to clarify what
you’re replying to
 Remove long lists of recipients’ names and addresses
 Strike a balance between formal and casual language
 Read and then reread your message before you send it
 Key is your name at the end of your message
 Be careful how you present your message
 Acknowledge receipt of messages promptly
 Observe the common practices of your company

17. DON’TS OF A BUSINESS EMAIL
 Never substitute email for necessary face-to-face meetings
 Never assume that email is private
 Don’t assume that everyone reads email immediately
 Never send as angry message via email
 Never send as email message written in capital letters,
LIKE THIS (Using all capital letters in any context is
regarded as the email equivalent of shouting)
 Never forward jokes, spam, chain letters, or
advertisements
 Do not reply to everyone who received an email unless it’s
relevant to them
 Do not use email for any illegal or unethical purpose

18. BUSINESS LETTER EMAIL SAMPLE
From: Lance P.
To: Letecia A. letecia@hr.goodkeeper.com
Subject: Re: Vacant Position for Operations Manager
Dear Ma’am Alvarado:
Good day!
In behalf of Areflor Funeral Homes, we extend our deepest gratitude for helping us scout qualified applicants in the
industry. We hope to work again with you.
Cheers!
Best Regards,
Lance Polido
Human Resource Personnel
Areflor Funeral Homes
Brgy. West Rembo, Makati City
Tel. No. (02) 811-11-11

19. EXPLANATION:
 In this example, the e-mail correspondence is informal
and external. It expresses gratitude towards the effort
made by the manpower agency.
 Make sure the office correspondence is concise and easy
to understand. It is recommended for a correspondence to
have brief sentences and paragraphs for the employees
tend to read it quickly.
 Controlling the tone of writing is important in any office
correspondence. It should not sound too formal or too
informal.

20. thank
you