Memos, Letters, and Emails
Routine Messages
Brian W. Gastle
Western Carolina University
Format of the Memo and Letter
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Organizational Format Changes with
Organizations
Elements of the Memo
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Header
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To
From
Date
Subject
Body
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3 Sections
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Intro
Details
Conclusion
Supplemental
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Abbreviations
Elements of the Letter
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Letterhead – Inside
Address
Date
Addressee
Salutation (sometimes)
Subject (sometimes)
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Body
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Intro
Details
Conclusion
Signature
Abbreviations
Routine Messages
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Use a direct organizational pattern
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Intro – state purpose of message
Body – expand with details
Close – contact info and complimentary
closing
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Direct Requests
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Lack of Emotional Impact - Direct Plan (pg. 184)
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Products, Services, Information, Compliance
Main Idea/Request
Details
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Audience Oriented
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What do you want done
By when?
How
Ease of Response (Forms, SASE, etc.)
Closing; reiterate request for action
To: ENGL 305 Students
From: Dr. Brian Gastle
Date: January 25, 2005
Subject: Thursday’s Assignments
Please be sure to bring copies on disk (MSWord or .rtf format) of the two memo/letter assignments due
this Thursday (1/27).
During Thursday’s class, you will read and comment on each other’s assignments. In order to receive
the best comments, this peer review will be conducted on the computers, allowing you to
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use copy/paste for changes
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take advantage of spell-check and other computer aids
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save the comments you receive to your disk.
If you do not bring your assignments on disk, you will be unable to participate fully and you will not
receive the benefit of other’s comments on your writing.
Remember, our computers may not be able to read MAC formatted disks or other file formats, so be sure
your files are saved appropriately (PC; .doc or .rtf)
If you have any questions regarding this assignment, please feel free to contact me at bgastle@wcu.edu.
Elements of Routine Messages
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Be sure to include
specific information
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quantity
part number
description
unit price
total price
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tax
shipping/receiving
date
shipping method
contact info
Informational Messages
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Open with Summary of Message
Provide Details in Body
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Audience Oriented
Use Layout to Advantage
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Bullets, Tables, Etc.
Complimentary close with Contact Info
Placing Orders
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Use Form Wherever Possible
Make letter look like a form
Detail special circumstances
Keep a copy on file
Good News
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Respond to the initial message (if
appropriate)
Colorful Style may be appropriate
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“great news, you’ve just been approved”
You might want to be associated with the
good news.
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“I just wanted to drop you a note”
“I’m pleased to inform you that”