Writing Memo, Letter, and
Email
Use and Formatting
Emails, Memos, and Letters
• Emails are generally used both within an organization (“in-house”)
and outside an organization, when the subject is relatively informal
and routine.
• Memos are used only for communication within an organization,
especially when the subject is more formal, non-routine, and more
serious than what you’d write in an email. (e.g. notice)
•Letters are typically sent to recipients outside an organization.
Letters might also be used within an organization if the topic is very
formal and/or non-routine.
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Emails, Memos, and Letters
Emails: Inside and Outside organization
Memos: Inside organization
Letters: Outside organization (usually)
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Formatting Memos
Memo Cue Words Formatting
LINE UP CUE WORD CONTENT AT 1 inch ruler mark
DATE:
Written out as month, day, year
TO:
Recipient’s name (and, if desired, title)
FROM:
Sender’s name (and, if desired, title) and initials
SUBJECT:
One-Line “Headline”
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About Capitalization in Formatting
• Two styles exist:
 You can capitalize ONLY the first letter of the MAIN/MAJOR
words, if you know how to identify these.
 You can put the cue words and subject line in ALL caps. This
avoids the hassle of trying to identify main/major words.
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Memo Cue Words Formatting Example # 1
Capitalizing only first letter of main/major words.
Date:
September 30, 2015
To:
Ray Charles, Marketing Manager
From:
Bruce King, Events Manager BK
Subject:
Conference Planning
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Memo Cue Words Formatting Example # 2
DATE:
September 30, 2015
TO:
Ray Charles, Marketing Manager
FROM:
Bruce King, Events Manager BK
SUBJECT:
CONFERENCE PLANNING
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MEMO FORMATTING
Format for Memos
Memo
Title
Headings
XXXXXXXXXXXXXXX
XX: xxxxxxxxxxxxxxxx
XXXX: xxxxxxxxxx
XXXX: xxxxxxxxxx
XXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxx
The
Message
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
© Prentice Hall, 2004
Business Communication Essentials
Chapter 6 - 9
MEMO FORMATTING
• You can view this video on composing and writing a memo.
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Sample memo: The manager in charge of his
company’s employee development efforts has a
solution to three worrisome workforce issues that
he has previously discussed with his boss, the
director of human resources. He uses this memoformat proposal to outline a new employee
mentoring program and suggest how the company
can get started on it.
Formatting Letters
Letter Formatting
Letter formatting is very different from memo formatting.
Business Letterhead
• Business Letterhead typically includes
company name, address, phone, email,
and company web address at the top
of the page.
• If letterhead stationery is not available,
the heading includes a return address
of the company (but no name).
• If you are writing a letter (from
yourself and not as part of a company),
you should provide your address at the
top.
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Format for Business-Letters
Letterhead
Stationery
Date
Salutation
XXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXX
xxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxx
Inside
Address
xxxxxxxxx:
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
The
Message
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Signature
Block
© Prentice Hall, 2004
xxxxxxxxxxxxxx,
xxxxxxxxxxxxxx
Complimentary
Close
xxxxxxxxx
xxxxxxxxx
Business Communication Essentials
Chapter 6 - 14
Formatting Emails
Email Formatting
Email programs have To, CC, BCC and Subject boxes
for you to fill in. The date is automatically added.
The “look” varies by program.
Email Formatting
The Subject Line should be specific, “headlining” what
this is about for a busy reader scrolling through
hundreds of emails.
Email Salutations
• Emails also require Salutations, use “Dear Mr. or Ms.
______:” (with a colon) for formal emails
• Unless it’s very formal, you may use Hello, Mr. or Ms.
_________, (with a comma) or, if you know the person,
“Hello, Nate,” or “Hello, Kara,” instead.
• Using “hey,” or “yo,” or no Salutation is NOT
professional.
Email Body
As always, a message needs an Introduction, a Body,
and a Closing.
Use one blank line between paragraphs to make it
easier for the reader!
Email Body
• The advice is to, if possible, limit email length to
what appears on the screen.
• Since readers use multiple devices, with different
size screens, this can’t always be adhered to.
• But consider the average-sized computer monitor
screen, and use that as a suggested guideline.
Email Signature Block
Use the complimentary close “Sincerely,” if the email
is formal. You can also use “Thank you.” or “Kind
regards,”.
Most professionals use an automatically inserted
“Signature,” which appears at the end of emails. You
can do this with Gmail.
Email Signature (examples)
Email Signature (Give it a try at home!)
1.
2.
3.
4.
5.
6.
Go to Gmail (use G-suite ID ONLY)
Quick settings
= See all settings
Ctrl + F = signature
Create new
Name new signature = Signature 1
Type your signature:
7. Change defaults
8. Save changes (at the bottom)
9. Email me (subject: BUS201_your
Section number_Email signature)
Writing skills for emails
(general guidelines)
1: Pay Attention to Tone
•Always consider audience and purpose
•Be respectful, friendly and professional
•Complaint letter = firm, formal, demanding, but not
threatening
The word “YOU” really affects your
tone.
•Congratulate and thank with “you”
•“Your company always provides the best service.”
•Do NOT use “you” when giving bad or negative
information
•“Your shoddy work produced a bad toaster.”
Vs.
•“My toaster no longer works.”
2: Brief, purposeful Introduction
•(This is not the subject but the introduction.)
•The first line should clarify topic & purpose
•No more than four or five lines
Avoid diving into details too early or
before the purpose of the
communication is mentioned.
3: Review the context
•Before sending the email to someone else,
always read it
•We’re forgetful and busy people
•Your reader may not be familiar with the
situation
Image from: http:// www.mchenrycountyblog.com/uploaded_images/T-Shirt-Not%20Now,%20I'm%20Busy-705334.jpg
4: Follow a good-news first strategy
•Deliver the good news
first and then the bad
news
(We will discuss this in
details later in our
semester)
Image from: http://blog.1800dessert.com/2006/05/oreo_powered_rocket.html
5. Use a reader-centered strategy
•Using a reader-centered
strategy means reminding
yourself that you are writing
for your readers, not yourself
•You have to find ways to
make the material of interest
and value to the readers to
make them do what you want
them to do
Image from: http://www2.fileplanet.com/images/170000/170715ss_sm2.jpg
6: Organize your paragraphs logically
•State the subject and purpose.
•Explain the problem in detail.
•Describe how the problem inconvenienced you.
•State what you would like the reader to do.
•Thank the reader for his or her response.
•Provide contact information.
Claim Letters and Memos: from Johnson-Sheehan, Technical communication Today, 2nd ed., p. 482
7: Keep your paragraphs short!
Do not include more information than what is
necessary!
8: Use headings, lists, and tables
•Headings indicate sections, bulleted lists for key points, numbered
lists of sequential items, and tables to enable comparison of
information
•A heading is a brief title that cues readers into the content of the
section that follows. Keep your headings brief.
•Lists can show the sequence of your ideas, heighten visual impact,
and help readers find your key points. In addition, lists simplify
complex subjects, ease the skimming process for busy readers, and
give the reader a breather.
9: Have an active conclusion
•Clearly say what you expect the recipient to do
•Avoid weak endings like “hoping to hear from you soon,”
•AND give your contact information!
Image from: http://www.masshist.org/cabinet/november2002/hancocksignaturelg.jpg
E-Mail Etiquette
Practice Courtesy
Send Brief E-mail
Compose Carefully
© Prentice Hall, 2004
Business Communication Essentials
Chapt
er 6 -
Practice Courtesy
© Prentice Hall, 2004
Compose Offline
Limit Messages
Know the Audience
Respect Cultures
Clarify Time Zones
Observe Schedules
Avoid Flaming
Prioritize E-mail
Business Communication Essentials
Chapt
er 6 -
Send Brief E-Mail
Narrow Scope
Short Messages
Concise Sentences
© Prentice Hall, 2004
Business Communication Essentials
Chapt
er 6 -
Compose Carefully
Reply with care
Understand “cc” and
“bcc” fields
Slow down
Reread and edit
© Prentice Hall, 2004
Business Communication Essentials
Chapt
er 6 -
END of chapter