Business_Letters_1 - Memos ◦ Are moderately formal ◦...

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Unformatted text preview: Memos ◦ Are moderately formal ◦ Usually written to others within your organization ◦ Writer has a lot of control over design and appearance ◦ Can be time-consuming because they require paper, signatures, and have to be delivered via inter-office mail or in person E-mail ◦ Informal communication ◦ Can communicate with people inside or outside your organization at same time ◦ Fast and universal – most people and organizations have e-mail. ◦ Sender or recipient can re-work text in attachments and e-mail itself easily ◦ Because it is informal, it may be inappropriate for some tasks, although this is changing as e-mail becomes more and more common Business Letters: ◦ The most formal type of business communication ◦ Are always concluded with a signature in ink ◦ Most often used to communicate outside of the company ◦ Often faxed instead of mailed ◦ Can be time consuming in terms of delivery, requiring a signature ◦ Can be more expensive due to postage Audience Purpose Strategy Research information Generating ideas Organizing ideas Remember, regardless of whether you are using a memo, letter or e-mail, you are representing your company! Don’t be inappropriately informal; it can offend your reader and embarrass you. Ask yourself before you send it: Would this embarrass me if it fell into the wrong hands? If the answer is yes, rewrite it! Regardless of your choice of correspondence, it should be well written and correct! Proper punctuation Proper grammar Proper spelling Sloppy correspondence implies that you are unprofessional and don’t care about your work! Be honest – do not misrepresent facts Write from the reader’s perspective ◦ Adjust the content, structure, and tone accordingly. Maintain a courteous, polite tone ◦ Be careful not to be: Blunt Sarcastic Accusing Belligerent Condescending Are outdated; avoid them: Herewith Herein Attached please find Wish to advise that Enclosed please find Heading Inside address Salutation Body Complimentary close Signature Reference initials Other options ◦ Subject line, attention line, copy line, enclosure line...
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Business_Letters_1 - Memos ◦ Are moderately formal ◦...

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