Padmashree Radhaswamy

Memo
It must be remembered that
Memos
Brief printed docs
Routine exchange of info
Writer and recipient same org so share same
values and goals impact on content
Unsealed envelopes
Changing scenario
Pre printed memo form
To
Dept
Date
Subject
From
Telephone
For your
Approval Information Comments
Memo uses
Make a formal impression
When legally required to provide info
To stand out from the flood of electronic
messages
To create a permanent unchangeable record
Cant be forwarded
Things to remember
Addresses see distribution list, see below
list, alphabetical order, All sales reps,
production groups
Courtesy titles
Subject line
Body
Second page
Writers initials
Types of Memos
Directive
Response to an inquiry
Trip report
Field/lab report.
Letter
1. It is formal communication in
writing.
2. It must have a heading with
name and address of the
company.
3. It must have inside address.
4. It includes salutation.
5. The body / text of the letter
starts with a formal sentence.
6. The body ends with a formal
closing sentence.
7. Complimentary close is an
important part of the letter.
8. Compared with the memo it
takes more times to write.



Memo
1. It is informal communication in
writing.
2. It may or may not include name
and address of the company as
a heading.
3. Here, inside address is ignored.
4. Salutation is not needed.
5. The memo does not carry any
formal sentence as an opening.
It starts right away with the
main idea.
6. No formal closing sentence is
required. It stops right at the
completion of the idea.
7. Complimentary close is not
needed.
8. It is a time saving device.


Letter Writing
Write them right
Types of letters
Negative messages
Positive messages
Neutral messages
Negative messages
Negative messages is a fact of business life.
Readers not happy to receive the No news.
Readers unable to accomplish goals
No! you will not get your loan
No! you arent being hired
No! I cant help you
No now isnt a No forever.

How do we communicate negative
news without marring the business
relationship?
Conveying bad news has 5 goals
To convey bad news
To get acceptance for it
To maintain goodwill with audience
To maintain good image for your organization
To eliminate future correspondence on that
matter if possible.
Examples
The enclosed statement
is wrong
I regret
misunderstanding

Employees cannot park
in the customer parking
lot
Please recheck the
enclosed statement
I will do my best to be
more clear from now
on.
Employees should park
in the employee parking
lot.
Types of Negative messages
Direct approach
In direct approach
Indirect approach
Agreement we are aware of the challenges in this
industry
Cooperation we are here to help you in always that
we can
Appreciation we appreciate your interest.
Fairness we have been doing our best to fasten
Goodnews
Praise
Resale
Understanding