Business Letters and Memos

(1) Letterhead MITRAN DI BUILDING MATERIAL COMPANY (P)LTD.
14 GOLFLINKS, NEWDELHI-110007
(2) Date 16 March 2015

Sender’s Address
(3) Inside Address – include reader's
Mr M.K. Gupta
name and designation Managing Director,
Modern Marvel Pvt.Ltd
14 Travis Street
Singapore 899014
(4) Salutation Dear Mr M.K. Gupta:
(5) Subject line Rate List of Building Materials
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
(6) Complimentary close Yours sincerely
Hardkaur
(7) Signature block
Ms Hard Kaur,
Manager
Enc. (2) 5
(8) Enclosure (optional)
MITRAN DI BUILDING MATERIALCOMPANY (P)LTD.
16 March 2015
Sender’s Address
Mr M.K. Gupta
Managing Director,
14 Travis Street
Singapore 899014
• The Heading—consists of the name
Dear Mr M.K. Gupta:
of the firm or the individual and the
Rate List of Building Materials
address. These are the essentials for xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
a printed letterhead, although there xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
may be additional printed data. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Yours sincerely
•The Date Line—consists of the Hardkaur
month, the day of the month, and theManager
Ms Hard Kaur,
year. Enc. (2) 6

16 March 2015
Mr M.K. Gupta
Managing Director,
The Inside Address Modern Marvel Pvt.Ltd

14 Travis Street
The InsideAddress
– Receiver’s complete name, title,

Singapore 899014
Dear Mr M.K. Gupta:

company and address (Letter
Address) xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
– Consists of the name and xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
address of the person or the xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

firm to whom the letter is written Yours sincerely
and should correspond in Hardkaur

Ms Hard Kaur,
essentials to the envelope Manager
Enc. (2) 7
address.
16 March 2015
Mr M.K. Gupta
Managing Director,
–Begin with Dear: Modern Marvel Pvt.Ltd

14 Travis Street
–Use Mr. or Ms. beforethe Singapore 899014
receiver’s Dear Mr. M.K.Gupta: Salutation

name. Rate List of Building Materials
–Use Dear or Attention followedby

an appropriate title, such as xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Customer Service Department or xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Sales Manager. Yours sincerely
–Use Dear Sir or Madam orLadies Hardkaur
and Gentlemen. Include BOTH Ms Hard Kaur,

Manager
genders for a general audience. Enc. (2)

8
16 March 2015
Mr M.K. Gupta
Managing Director,
14 Travis Street
Singapore 899014
The Subject Line—enables the Dear Mr. M.K.Gupta:
Rate List of Building Materials The Subject Line

reader to know at a glance xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
what the letter is about. It xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

may be placed in various xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

positions (sometimes above Yours sincerely
the inside address). Hardkaur

Ms Hard Kaur,
Manager
9
Enc. (2)
16 March 2015
Mr M.K. Gupta
Managing Director,
In the first paragraph, consider a 14 Travis Street
Singapore 899014
friendly opening and then astatement Dear Mr. M.K.Gupta:
of the main point.
The next paragraph should begin xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
justifying the importance of the main xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Body
point. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
The closing paragraph should restate the Yours sincerely
Hardkaur
purpose of the letter and, in some cases, Ms Hard Kaur,
request some type of action. Manager
10
Enc. (2)
16 March 2015
Mr M.K. Gupta
Managing Director,
The closing begins at the same Modern Marvel Pvt.Ltd
14 Travis Street
horizontal point as your date andone Singapore 899014
line after the last bodyparagraph. Dear Mr. M.K.Gupta:
Capitalize the first word only (for

example: Thank you) and leave four xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

lines between the closing and the xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

sender's name for asignature. Yours sincerely
Hardkaur
Closing
A comma should follow the closing.
Ms Hard Kaur,
Manager
11
Enc. (2)
16 March 2015
Mr M.K. Gupta
Managing Director,
If you have enclosed any documents 14 Travis Street
Singapore 899014
along with the letter, such as aresume,
Dear Mr. M.K.Gupta:
you indicate this simply by typing
Enclosures one line below the closing. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
As an option, you may list the name of each xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

document you are including in the envelope. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
For instance, if you have included many xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
documents and need to ensure that the Yours sincerely
recipient is aware of each document, it may be Hardkaur

Ms Hard Kaur,
a good idea to list the names. Manager
Enc. (2) Enclosures 12

WRITING A SIMPLE
MEMO
The word “m em o ” is short for memorandum.
A memo is: a short written communication that is often
used in the workplace to provide information or ask for
some form of action to takeplace.
Memos
• Recipient: internal
• Form: print / electronic
• Tone: less formal than letters
17
Why learn about writingmemos?
•Important form of corporate communication.
•Clear and concise communication of complex

subjects.
Memos can be written for a number of reasons :
Inform staff about

decisions/actions/events.
Request information / action/events.
Remind staff of action

needed/procedures/changes in policy.
Provide information on work related

topics.
19
WRITING A
SIMPLE
MEMO
General template of Memo
MEMO
TO:
FROM:
SUBJECT:
DATE:
PART 1
To: Mrs. Agustin, Supervisor

From:
Sub:
Date:
The "to" line is usually indicated as the word
"To" followed by a colon and the name o f the
i n d i v i d u a l s o r groups r e c e i v i n g the memo. Some
examples a r e :
•To: A l l S t a f f
•To: A l l Faculty Members
PART 2
To:
From: Harry Santos, Manager
Sub:
Date:
The "From" line indicates who is writing and
distributing the memo. Your name and title
should be included. The From line may indicate an individual
or a group within the company.
•From: Gurvinder Singh, GM, AIBS
•From: Human Resource
•From: Administration
PART 3
To:
From:
Sub: Retirement Party
Date:
"Re“ stands for "In Reference To" and may be
used interchangeably with the word "Subject." This line comes
immediately under the From line and indicates what the memo
is about.
•Re: Faculty Meeting

•Subject: Faculty Meeting
PART 4
To:
From:
Sub:
Date: March 16, 2015
•Date: Month day, Year
•Date: March 16, 2015

To:
PART 5 Mrs. Agustin, Supervisor
From: Harry Santos, ManagerDM
Sub: Retirement Party
Date: March 16, 2015
After these important points of information,

a standard memo leaves several lines blank,
followed by the body of the memo. The body
of the memo should contain short, concise
text formatted for quick and easy reading.
Subject= Focus + Topic
MEMORANDUM
(1) To line
TO: Vikram Gupta, HR Senior Executive
(2) From line
FROM: Abhijeet Singh, Sales Manager
(3) Subject line SUBJECT: Purchasing Procedures
(4) Date line DATE: 10 March 2015
Note: No salutation or inside Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

address xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxx. xxxxxxxxxxxxxxx.
1. xxxxxxxxxxxxx
2. xxxxxxxxxxxxx
3. xxxxxxxxxxxxx
(5) Signed initials – no

YHS
complimentary close
(6) Carbon copy (optional) cc: Hard kaur, HR Manager

27
Sample
Memo
Date: March 16th, 2015
Heading To: Delhi Art Board Division Faculty
From: Maintenance Dept.
Re: New Bookshelves
As many of you know, the current office bookshelves do not

Opening accommodate text books of a standard height. To correct this
problem, all faculty offices will be furnished with new shelves
on March 23rd, 2007 between 9:00am and 4:00pm.
We apologize for any noise or disruption this installation will
cause. Faculty may schedule office hours in alternate locations
Summary as needed.
Call Manoj Gupta at ext. 3397 if you have questions.
Thank you for your compliance.
Discussion
Conclusion
Reminders
:
Be specific and precise
Start by stating exactly what it is you want
Keep memos short (under one page)
Use a business-like tone
Use bulleted lists when needed if it helps make the information
you’re presenting clearer
Stick to the correct format
Principles in Writing BL and Memo
 Word Choice
 Emphasis
 Conciseness
• Word Choice
The correct choice of words provides

clear and effective letters and memo.
Insensitive usage of words can lead to

unclear messages which leads to
confusion and miscommunication.
• Wordiness
In the event
Big in Size
In my opinion
Is able to
• Wordiness
In the event If
Big in Size Big
In my opinion I think
Is able to can
• Slang
Avoid some slang words
as possible. Example:
 Ripped off
 Bye Felicia
 Bae
 Frenemy
• Cliché
• Pretentious Words
Example:
 Initiate
 Transmit
 Manifest
 Facilitate
• Pretentious Words
Example:
 Initiate begin
 Transmit send
 Manifest shown
 Facilitate help
• Emphasis and De-emphasis Technique
Common emphasis technique includes

italicizing and boldfacing words,
phrases, sentences
De-emphasis technique usually uses

passive voice.
• Conciseness
Use of short words instead of long words

when short words can get the message
across.
Concise message promotes clarity and

save people’s time

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(1) Letterhead MITRAN DI BUILDING MATERIAL COMPANY (P)LTD.

(2) Date 16 March 2015

(4) Salutation Dear Mr M.K. Gupta:

(5) Subject line Rate List of Building Materials

(6) Complimentary close Yours sincerely

year. Enc. (2) 6

The Inside Address Modern Marvel Pvt.Ltd

– Receiver’s complete name, title,

Dear Mr M.K. Gupta:

address of the person or the xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

firm to whom the letter is written Yours sincerely

and should correspond in Hardkaur

–Begin with Dear: Modern Marvel Pvt.Ltd

–Use Mr. or Ms. beforethe Singapore 899014

receiver’s Dear Mr. M.K.Gupta: Salutation

–Use Dear or Attention followedby

an appropriate title, such as xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Customer Service Department or xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

and Gentlemen. Include BOTH Ms Hard Kaur,

genders for a general audience. Enc. (2)

The Subject Line—enables the Dear Mr. M.K.Gupta:

Rate List of Building Materials The Subject Line

what the letter is about. It xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

may be placed in various xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

positions (sometimes above Yours sincerely

the inside address). Hardkaur

justifying the importance of the main xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

The closing paragraph should restate the Yours sincerely

line after the last bodyparagraph. Dear Mr. M.K.Gupta:

Rate List of Building Materials

Capitalize the first word only (for

example: Thank you) and leave four xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

lines between the closing and the xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

As an option, you may list the name of each xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

documents and need to ensure that the Yours sincerely

recipient is aware of each document, it may be Hardkaur

Enc. (2) Enclosures 12

• Form: print / electronic

• Tone: less formal than letters

•Clear and concise communication of complex

Inform staff about

Request information / action/events.

Remind staff of action

Provide information on work related

To: Mrs. Agustin, Supervisor

•Re: Faculty Meeting

•Date: Month day, Year

•Date: March 16, 2015

Date: March 16, 2015

After these important points of information,

Note: No salutation or inside Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

(5) Signed initials – no

(6) Carbon copy (optional) cc: Hard kaur, HR Manager

As many of you know, the current office bookshelves do not

The correct choice of words provides

Insensitive usage of words can lead to

Common emphasis technique includes

De-emphasis technique usually uses

Use of short words instead of long words

Concise message promotes clarity and

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