COMMONEST FORMS OF BUSINESS CORRESPONDENCE: LETTERS MEMOS REPORTS & PROPOSALS.

S. E-MAILS REMEMBER: CHOICE of appropriate form and style of writing Use of STANDARD PROCESSES of writing that go with the forms and purposes EFFECTIVE use of LANGUAGE : clear direct simple

MEMOS
CHARACTERISTICS

brief-generally 1 page in length internal / inter- / intra- office communication tone often conversational, even informal-NOT too formal-influenced by status of sender and receiver + topic therefore, formal elements minimized: NO salutation / complimentary close. Perhaps a greeting- Hi Sonam

Signature compulsory sent by e-mail or inter-office mail less private than letters Memo-letter / -report is internal equivalent of formal external letters & proposals

PURPOSES: to inform of decisions, actions etc.

to request decisions, actions etc. to provide information of any kind

to remind someone of action required to warn or reprimand ( in India )

Format
Usually formal; recent trend toward more personal style. Two sections: the heading and the body. Vertical format:
Date: June 6, 2003 To: David DSouza From: Shawn Joseph Subject: Language Requirement

 Horizontal format: "To" and "From" begin at left margin

"Date" and "Subject" are on the right

To: - From: --Date: --Subject: ---

 To: Name of receiver of memo For a formal memo, use addressee's full name with courtesy title (Mrs., Ms, Mr.) or professional title (Dr., Dean, etc.) title. (May be omitted if company policy /relationship between addressee and writer allow it) Always include title while writing to persons of higher rank than yourself

 For an informal memo, use first name if relationship permits Courtesy title / professional title is never used with a persons first name. If addressee's name alone is not sufficient to identify the person, add job or department title, after name (e.g., To: Jatin Hazare, Accounts Office).

 If the memo is directed to several persons,

list names alphabetically or

in descending order of position in hierarchy.

If many names are required,
"To: See Below" and place addressees' names at the end of message.

If group is too large, write identifying classification, e.g., "Faculty and Staff" or "Process Engineers"

 From: Write your own name without courtesy title

If reader may not know you only by name, add job title or department name Memo need not be signed. A memo is always official even if not signed. (if you wish, to personalise or indicate authorisation, put your initials above, below, or to the right of your typewritten name.) Company practices vary; follow the organisations practice

 Date:
Written in full. (Full name of month or its standard abbreviation but not numerals)

Subject:
Should be concise and accurate Often determines where the memo will be filed

Structure Same 4-point plan as for letter Body in block style

Points and sub-headings where required can be numbered (if too many), or lettered or bulleted

List items should be parallel in structure: Eg.You can improve your business writing by: adopting a friendly writing style reading your message out aloud to check the tone keeping to the point organising your points using the 4-point plan using simple language that the reader will understand