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9.2: Memorandums and Letters

Learning Objectives

Discuss the purpose and format of a memo.

Understand effective strategies for business memos.

Describe the fifteen parts of a standard business letter.

Access sample business letters and write a sample business letter.

Memos

A memo (or memorandum, meaning “reminder”) is normally used for communicating policies, procedures, or related official business within an organization. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience rather than a one-on-one, interpersonal communication. It may also be used to update a team on activities for a given project or to inform a specific group within a company of an event, action, or observance.

Memo Purpose

A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or a call to action. All organizations have informal and formal communication networks. The unofficial, informal communication network within an organization is often called the grapevine and is often characterized by rumor, gossip, and innuendo. On the grapevine, one person may hear that someone else will be laid off and start passing the news around. Rumors change and transform as they are passed from person to person, and before you know it, the word is that they are shutting down your entire department.

One effective way to address informal, unofficial speculation is to clearly spell out what is going on with a particular issue for all employees. If budget cuts are a concern, then it may be wise to send a memo explaining the changes that are imminent. If a company wants employees to act, they may issue a memorandum. For example, on February 13, 2009, upper management at the Panasonic Corporation declared that all employees should buy at least $1,600 worth of Panasonic products. The company president noted that if everyone supported the company with purchases, it would benefit all (Lewis, 2009).

While memos do not normally include a call to action that requires personal spending, they often represent the business or organization’s interests. They may also include statements that align business and employee interest and underscore common ground and benefit.

Memo Format

A memo has a header that clearly indicates who sent it and who the intended recipients are. Pay particular attention to the title of the individual(s) in this section. Date and subject lines are also present, followed by a message that contains a declaration, a discussion, and a summary.

In a standard writing format, we might expect to see an introduction, a body, and a conclusion. All these are present in a memo, and each part has a clear purpose. The declaration in the opening uses a declarative sentence to announce the main topic. The discussion elaborates or lists major points associated with the topic, and the conclusion serves as a summary.

Let’s examine a sample memo.

Figure 9.2.1 Sample Memo
Figure 9.2.1 Sample Memo

Five Tips for Effective Business Memos

Audience Orientation

Always consider the audience and their needs when preparing a memo. An acronym or abbreviation that is known to management may not be known by all the employees of the organization, and if the memo is to be posted and distributed within the organization, the goal is clear and concise communication at all levels with no ambiguity.

Professional, Formal Tone

Memos are often announcements, and the person sending the memo speaks for a part or all of the organization. While it may contain a request for feedback, the announcement itself is linear, from the organization to the employees. The memo may have legal standing as it often reflects policies or procedures and may reference an existing or new policy in the employee manual, for example.

Subject Emphasis

The subject is normally declared in the subject line and should be clear and concise. If the memo is announcing the observance of a holiday, for example, the specific holiday should be named in the subject line—for example, use “Thanksgiving weekend schedule” rather than “holiday observance.”

Direct Format

Some written business communication allows for a choice between direct and indirect formats, but memorandums are always direct. The purpose is clearly announced.

Objectivity

Memos are a place for just the facts and should have an objective tone without personal bias, preference, or interest on display. Avoid subjectivity.

Figure 9.2.2: Business, Computer, Mobile Image from Pixabay
Figure 9.2.2: Business, Computer, Mobile Image from Pixabay

Letters

Letters are brief messages sent to recipients that are often outside the organization (Bovee, C., & Thill, J., 2010). They are often printed on letterhead paper and represent the business or organization in one or two pages. Shorter messages may include e-mails or memos, either hard copy or electronic, while reports are three or more pages long.

While e-mail and text messages may be used more frequently today, effective business letters remain a common form of written communication. It can introduce you to a potential employer, announce a product or service, or even communicate feelings and emotions. We’ll examine the basic outline of a letter and then focus on specific products or writing assignments.

All writing assignments have expectations in terms of language and format. The audience or reader may have their own idea of what constitutes a specific type of letter, and your organization may have its own format and requirements. This chapter outlines common elements across letters, and attention should be directed to the expectations associated with your particular writing assignment. There are many types of letters and many adaptations in terms of form and content, but in this chapter, we discuss the fifteen elements of a traditional block-style letter.

Letters may introduce your skills and qualifications to prospective employers, deliver important or specific information, or document an event or decision. Regardless of the type of letter you need to write, it can contain up to fifteen elements in five areas. While you may not use all the elements in every case or context, they are listed in Table 9.2.1.

Table 9.2.1: Elements of a Business Letter

Elements 6 through 8

Elements 9 through 13

Elements 14 & 15
Table 9.2.1: Elements of a Business Letter

Strategies for Effective Letters

Remember that a letter has five main areas:

  1. The heading, which establishes the sender, often includes address and date
  2. The introduction, which establishes the purpose
  3. The body, which articulates the message
  4. The conclusion, which restates the main point and may include a call to action
  5. The signature line, which sometimes includes the contact information A sample letter is shown in Figure 9.2.3.
Figure 9.2.3: Sample Business Letter
Figure 9.2.3: Sample Business Letter

Always remember that letters represent you and your company in your absence. To communicate effectively and project a positive image, be clear, concise, specific, and respectful; each word should contribute to your purpose; each paragraph should focus on one idea; the parts of the letter should form a complete message; the letter should be free of errors.

Key Takeaways

  • Memos are brief business documents usually used internally to inform or persuade employees concerning business decisions on policy, procedure, or actions.
  • Letters are brief; print messages are often used externally to inform or persuade customers, vendors, or the public.
  • A letter has fifteen parts, each fulfilling a specific function.

 

Exercises

Find a memo from your work or business, or borrow one from someone you know. Share it with your classmates, observing and keeping it confidential by blocking out identifying details such as the sender’s name, recipient, and company. Compare and contrast.

Create a draft letter introducing a product or service to a new client. Post and share with classmates.

Write a memo informing your class that an upcoming holiday will be observed. Post and share with classmates.

Find a business letter (for example, an offer you received from a credit card company or a solicitation for a donation) and share it with your classmates. Look for common elements and points of difference.

Now that you have reviewed a sample letter and learned about the five areas and fifteen basic parts of any business letter write a business letter that informs a prospective client or customer of a new product or service.


Bovee, C., & Thill, J. (2010). Business communication essentials: a skills-based approach to vital business English (4th ed.). Upper Saddle River, NJ: Prentice Hall.

Lewis, L. (2009, February 13). Panasonic orders staff to buy £1,000 in products. Retrieved from http://business.timesonline.co.uk/tol/business/markets/japan/article5723942.ece.

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