Business Communication for

Career Readiness

High Impact Business Writing

Module 3

with Sue Robins, M.S.

Lesson 2: Letters & Memos

Learning Objectives

Know the basic structure of a formal business

letter

Lesson 2: Letters & Memos

Learning Objectives

Know the basic structure of a formal business

letter
Use tips for writing effective and professional
business letters

Lesson 2: Letters & Memos

Learning Objectives

Know the basic structure of a formal business

letter
Use tips for writing effective and professional
business letters
Identify common errors in
business letters

Lesson 2: Letters & Memos

Learning Objectives

Know the basic structure of a formal business

letter
Use tips for writing effective and professional
business letters
Identify common errors in
business letters
Know guidelines for creating
a memo

Basic Structure

Senders full name and address

Addressees full name and address
Date the letter is sent
Formal Salutation
A Subject Heading Letter Body
Formal Closing
Name and Signature
of the Sender

Remember purpose
Be positive
Personalize
Spelling and grammar
Be personable
Avoid biz-speak
Dont write in anger

Activity
Correct the errors in this business letter.
Rocky Balboa
Art Museum Heights
2600 Benjamin Franklin Parkway.
Philadelphia, PA 11111
Ms. Adrian Bloomfield
Shipping Supervisor
Perpetual Motion R Us
Springfield, IL 00000

January 3, 2015

Yo Adrianne,
Re: Widgets for the Perpetual Motion Machine
Five out of the last three most recent deliveries contained the wrong size of widgets. In light of
the fact that our necks are on the line, we are requesting prompt delivery of replacement widgets.
We messed up big time and ordered size 23 instead of Size 2300 because we were celebrating
late the night before and someone sat on the 0 on the computer. Could you be a dear and shoot
them over here posthaste, well pay for it. Please call me when you recieve this letter and let me
know whether the proper widgets can be delivered on time.
Back at ya babe,
Rocky Balboa

Rocky Balboa
Art Museum Heights
2600 Benjamin Franklin Parkway.
Philadelphia, PA 11111
Ms. Adrianne Bloomfield
Shipping Supervisor
Perpetual Motion R Us
Springfield, IL 00000
Proofing
error
five out of
three vs.
three out
of five.

January 3, 2015

The former was far too informal, the use

of Adrianne is informal, a more formal

Dear Adrianne,

necks on the line is

too informal, this is
more appropriate

Re: Widgets for the Perpetual Motion Machine

Three out of the last five most recent deliveries contained the wrong size of widgets. Due to
other contractual obligations, we are requesting prompt delivery of replacement widgets. We
realize that our order, Invoice 9966, listed Size 2300 widgets, when we should have ordered
Size 23. We apologize for the mistake and will pay all expedited freight, shipping, and
restocking charges for the delivery of a quantity of 3, Size 23 widgets by January 7, 2015. Please
call me when you receive this letter and let me know whether the proper widgets can be
delivered on time.
Sincerely yours,
Rocky Balboa

Receive was
spelled
incorrectly as
receive

The prior ending

was too informal,
this is more
appropriate

will you be a
dearwell pay for
it is too familiar
and informal

celebrating
the night
before.Sat on
the keys is
inapproporiate
and
unnecessary

Memo Guidelines
Have a short, clear title
Clear statement of problem, change,
opportunity, recommendations and
drawbacks
Be brief
Include accurate numerical
estimates
Include date and follow up
information

New Policy Memo

Should include
Reasons for the change
Explanation of affect on
everyone
Advantages
Disadvantages
Effective Date
Context