Correspondence

The correspondence refers to the written communication between

persons, through letters, email, newsgroups, internet, blogs etc.
What Memos, Faxes, E-Mails, IMs, and Blog
Posts Have in Common
1. They are streamlined for the busy world of work.
2. They give information quickly.
3. They are informal.
4. They still demand a great deal of thought and time.
Memos
▪ Memorandum or “memo” is the Latin term for “something to
be remembered.” Memos are brief in-house correspondences
sent up and down the corporate ladder.
▪ Memos serve a variety of functions: making an
announcement, providing instructions, clarifying a
policy/procedure/issue, changing a policy or procedure,
alerting employees to a problem or issue, offering general
information, providing a brief summary, making a request,
offering suggestions or recommendations, providing a record
of an important matter, confirming an outcome, or calling a
meeting.
Memo Protocol
▪ In addition to following company protocol regarding
memos, use common sense and follow these
guidelines:
1. Be timely.
2. Be professional.
3. Be tactful.
4. Send memos to the appropriate personnel.
Memo Audience, Style, and Tone
▪ Before you write your memo, think about the audience’s needs.
Answer the questions when?, who?, where?, and why?, and also
take into consideration costs and technology questions that may
arise:
1. When? When did it happen? Is it on, ahead, or behind schedule?, etc.
2. Who? Who is involved? Who is affected by it?, etc.
3. Where? Where did it take place? Why does it need to take place at this
location?, etc.
4. Why? Why is it an important topic?, etc.
5. Costs? How much will it cost? Is the cost worth it?, etc.
6. Technology? What technology is involved? Is the technology suitable,
available, current, adaptable?, etc.
7. What’s next? What steps should now be taken? What are the
implications?, etc.
Memo Format
▪ Memos vary in format. They can be generic or pre-
printed with the company name/logo, and they can be
circulated in hard copy or via e-mail.
▪ Because memos are sent to individuals within a company,
they do not need to include the formalities included in
business letters, such as inside address, salutation,
complimentary close, or signature line.
▪ Memos consist of two parts: the identifying information
at the top (to, from, date, subject) and the message itself.
Strategies for Organizing a Memo
▪ Organize your memos so that readers can find information quickly
and act on it promptly.
▪ For longer, more complex memo communications, divide your memo
into three parts:
1. Introduction: Tell readers clearly about the issue or policy, explain
any background information the reader needs to know, and be
specific about what you are going to accomplish in your memo.
2. Body (Discussion): State why a problem or procedure is important
and who will be affected by it, indicate why changes are necessary,
and give precise dates, times, locations, and costs.
3. Conclusion: Ask readers to call you if they have questions, request
a reply, and provide a list of recommendations.