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Document Design: Email, Business Letter, Memo

This document discusses different types of business correspondence, including emails, business letters, and memos. It provides examples and guidelines for each format. Emails are described as a hybrid of memos and letters, typically including a date, recipient, sender, and subject line. Business letters are more formal and usually include a letterhead, date, inside address, salutation, text, closing, and signature. Memos are meant for internal use and do not require salutations or closings, instead including the recipient, sender, date, and subject line. The document also notes guidelines for clarity, completeness, conciseness, courtesy, and consistency in business communications.

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229 views15 pages

Document Design: Email, Business Letter, Memo

This document discusses different types of business correspondence, including emails, business letters, and memos. It provides examples and guidelines for each format. Emails are described as a hybrid of memos and letters, typically including a date, recipient, sender, and subject line. Business letters are more formal and usually include a letterhead, date, inside address, salutation, text, closing, and signature. Memos are meant for internal use and do not require salutations or closings, instead including the recipient, sender, date, and subject line. The document also notes guidelines for clarity, completeness, conciseness, courtesy, and consistency in business communications.

Uploaded by

ryan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd

Email,

Business
DOCUMENT DESIGN letter,
Memo

Adapted from
Krizan, A.C., Merrier, P., Logan, J., & Williams, K. (2008). Business communication. Thomson.
(Chapter 6, pp.140-166).
LOOKING AT…

Business
correspondenc
e

Business
Emails Memos
letters
EMAILS

 Emails are used for both internal and external


correspondence. They are often seen as a hybrid of the memo
and business letter.

 Like memos, they include the date, name of the recipient,


name of the sender, and a subject line.

 Like letters, they typically start with a salutation and end with
a closing and typed name of the author.
EMAIL SAMPLE

Keep the subject line


concise and relevant
EMAIL SAMPLE
BUSINESS LETTER

 Business letters are used when writing to people outside your


organization to more formally ask and answer questions, or to
notify people of issues and events that concern them.

 They typically have the following parts: heading, date, inside


address, salutation, text, closing, and signature.

 In business letters, the heading is typically your


organization’s letterhead. If you are not writing on letterhead
stationery, include your organization’s name and address in
the heading.
BUSINESS LETTER SAMPLE: FULL BLOCK
FORMAT WITH OPEN PUNCTUATION

Left
justification
Begins with Dear, no punctuation
after that
Pay special attention to how you word your
subject line for negative and persuasive messages

Capitalize only the first word of the


closing, no punctuation after that
BUSINESS
LETTER
SAMPLE
BUSINESS LETTER
Salutation

Complimentary Closing

It is common to see ‘Yours sincerely’ used in letters with known/named


addressees and ‘Yours faithfully’ for unknown ones.
MEMO

 A memo is an internal document meant for circulation within


an organization.

 It should contain the name of the receiver and sender, the


date, and a subject line indicating what the memo is about.

 Memos should not have salutations or closings. The author


usually initials next to his/her name at the beginning of the
memo.
MEMO SAMPLE
THINGS TO NOTE

Your message should reflect the following C’s:


 Clear: Make sure your purpose and intent is clear to the reader.
 Complete: Include all the information the reader needs to have.
 Concise: Make sure your letter is not too wordy.
 Courteous: Address the reader politely.
 Correct: Edit and proofread your letter so that it has no grammar,
spelling and punctuation errors.

One more C:
 Consistent: Use appropriate formatting and stick to the same type
(British or American, etc.)

Please also note that many organizations often have their own house-
style that employees are expected to adopt.

http://www.settlementatwork.org/lincdocs/linc5-
7/business.writing/pdfs/bus.writing.LINC6/18.five.Cs.pdf
OTHER THINGS TO NOTE

 Use a font size that’s easy to read (usually 10, 11, 12


depending on the font type)
 Use italics sparingly (takes about 20% longer to read)
 Use boldface sparingly (can be overwhelming)
 Avoid using ALL CAPS, unless for emphasis (can be regarded
as SHOUTING)
 Avoid underlining, unless for occasional emphasis

It’s about readability and making it easier for your


reader to access your message.
Use common sense and discretion.

Suzanne Sparks Fitzgerald, Manager’s Guide to Business Writing


OTHER FORMATS TODAY

 Do also note that many new platforms have led to new forms
and formats for business correspondence…websites, blogs,
Facebook, Twitter, etc.

 These are still evolving…

 Always check house-style!

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