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
• Sender’s full name and address
• Addressee’s 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
• Don’t 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 January 3, 2015
Shipping Supervisor
Perpetual Motion ‘R Us
Springfield, IL 00000
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, we’ll 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 January 3, 2015
Shipping Supervisor
Perpetual Motion ‘R Us
Springfield, IL 00000
The former was far too informal, the use
of Adrianne is informal, a more formal
Proofing
error –
five out of Dear Adrianne, “necks on the line” is
too informal, this is
three vs. more appropriate
three out Re: Widgets for the Perpetual Motion Machine
of five.
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.
Receive was “…celebrating
spelled the night
Sincerely yours, incorrectly as “will you be a before….Sat on
“receive” dear…we’ll pay for the keys” is
Rocky Balboa it” is too familiar inapproporiate
and informal and
The prior ending unnecessary
was too informal,
this is more
appropriate
 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