Lesson 6: WRITING BUSINESS LETTERS AND MEMOS

Time Allotment: 3hrs

Learning Objectives:

At the end of the lesson, the students will be able to:

1. familiarize the principles of effective writing in an organization as means to create
a business letter, professional email, and memo for their future application;
2. evaluate business writing samples; and
3. write their own business letter, professional email, and memo.

ACTIVITY 1 If you were…

If you were the employer or hiring officer of the company, would you consider
this job applicant for hiring? Why or why not?

ACTIVITY 2 Think and Share

Answer this question: What are the uses of business writing in your chosen career path?
Is it a primary skill your future profession requires?
ABSTRACTION

Writing skills are particularly important in today’s business world. The demands in
business setting require you to write more than ever before.

In a business setting, the messages communicated should be: purposeful, persuasive,

economical, and audience-oriented.

It is purposeful because you have a definite purpose to fulfill in each message such as
solving a problem and conveying information.

It is also persuasive because you want your audience to believe and accept your
message.

It is economical because ideas should be presented clearly but concisely.

Lastly, it is audience-oriented because you will concentrate on looking at a problem from

the perspective of the audience instead of seeing it from your own.

WRITING BUSINESS LETTERS

Business letters are formal correspondences between organizations or between
organizations and clients. The purpose of a business letter varies with the organizational
context and this purpose will also largely determine what type of letter you will write. Many
of today’s letters are read by audiences who want to get to the main idea right away.
Readers do not want to spend time going through irrelevant information and ambiguous
content (Covey, 2012). Thus, it is essential that we know the guidelines in writing effective
business letters. According to Covey (2012), there are four essential principles to
remember when writing business letters.

Principle 1: Open with your main points in the first lines of your letter.
Open your letter with your main points so that readers will see them immediately and not
later in the letter. If your opening lines will not mention the main points, readers will most
likely skim and scan your letter or worse, skip it.

Principle 2: Design and organize your letter so that your key points are visible.
Remember, your goal as a writer is to create business letters that are unambiguous,
readable, and memorable. A business letter must be purposeful and this intent must be
immediately clear to the reader.

Principle 3: Make your letters personal and convincing.

Your letter should reflect you or the company or group you are representing. Therefore,
you must use language that is both personal and convincing to infuse empathy into your
business messages.

Principle 4: Choose direct and simple letter closings.

Do not settle for clichés and trite expressions. Avoid overused and old-fashioned
closings such as In deepest regard and appreciation for everything; thanking you for
everything. Instead, keep your closings direct.

Steps in Business Writing

1. Identifying your purpose. As you begin to compose a message, ask yourself two
important questions: (a) Why am I sending this message? and (b) What do I hope
to achieve? Your responses will determine how you organize and present your
information. The primary purposes for sending business messages are typically to
inform and to persuade. A secondary purpose is to promote goodwill: you and your
organization want to look good in the eyes of your audience.
2. Select the appropriate channel. After identifying the purpose of your message, you
need to select the most appropriate communication channel. Some information is
most efficiently and effectively delivered orally. Other messages should be written,
and still others are best delivered electronically.
3. Anticipating your audience. Visualizing your audience is a pivotal step in the writing
process. By profiling your audience before you write, you can identify the
appropriate tone, language, and channel for your message. Profiling your audience
helps you make decisions about shaping the message. You will discover what kind
of language is appropriate, whether you are free to use specialized technical terms
or whether you should explain everything. Imagining whether the receiver is likely
to be neutral, positive, or negative will help you determine how to organize your
message.

Sample business letter and its parts

1. Letterhead/ Return Address- This contains the address of the sender, so that
when the letter does not reach its destination, it shall be sent back to the address
of the sender. Use the official letterhead of the institution/organization if writing
officially for work-related purposes. If writing personally, use your residence
address.
2. Dateline- This is the date when the letter is written.
3. Inside Address- This contains the name, designation (if holding a position), and
address of the recipient of the letter.
4. Salutation- The beginning greeting in the letter. This starts with ‘Dear’, followed
by the title and the name of the recipient. This ends with a colon (formal).
5. Opening- This part states the purpose or intent of the letter.
6. Body- This contains the necessary details the recipient must know why you are
writing.
7. Closing- This usually offers details or instructions for follow-up correspondence if
applicable. This could also be the letter sender’s expression of appreciation and
gratitude to the recipient.
8. Complimentary Close- This is a short phrase that ends the letter, and its formality
varies depending on the relationship between the sender and the receiver.
9. Signature, Name, Title/Designation- This serves as the signature line.
Preferably, the signature is in black ink.
Formats of a Business Letter

✓ Full Block Style

Using this style, all parts of the entire letter are left justified. This is considered the
most popular and easiest of all the styles because the encoder or the typist is no
longer concerned with indentions, thus, saving time and effort.
✓ Modified Block Style
In this type, the body of the letter is left justified. However, the date and
complimentary close begin near the center going to the right margin. This gives a
balanced look to the letter.
✓ Semi-Block Style
It is much like the modified block style except that each paragraph’s first line is
indented. It is the most balanced of all styles.
WRITING PROFESSIONAL EMAILS
• Writing an email at work is still business writing, only that it is sent electronically.
• Here are considerations in email writing:
• No more date and inside address in an email because the email itself
generates the date and the email address of the recipient serves as his/her
address.
• Written on the subject line must be a word or phrase that hints the recipient
what the email is about.
• The email starts with the salutation.
• The email ends with the name and designation of the sender, with electronic
signature (if only available).
• If an attachment/enclosure is necessary, it is sent along with the email.
• One can choose to email the message directly or to have the letter as an
attachment.
Email is not appropriate when…
• Your message is long and complicated or requires additional discussion that would
best be accomplished face-to-face. For example, if you want feedback from your
supervisor on your work or if you are asking your professor a question that requires
more than a yes/no answer or simple explanation, you should schedule a meeting
instead.
• The information is highly confidential. Email is NEVER private! Keep in mind that
your message could be forwarded on to other people without your knowledge. A
backup copy of your email is always stored on a server where it can be easily
retrieved by interested parties, even when you have deleted the message and think
it is gone forever.
• Your message is emotionally charged or the tone of the message could be easily
misconstrued. If you would hesitate to say something to someone’s face, do not
write it in an email.

WRITING MEMOS
• A business memorandum or memo is a short document used to transmit
information within an organization. Memos are characterized by being brief, direct,
and easy to navigate.
• Memos are different from letters (1) memos are internal correspondence, written
by employees in a company to employees in the same company, while letters, in
contrast, can be an external correspondence, written from within a company to
outside vendors, clients, or colleagues; and (2) memos have a different format than
the letter essential components.
Parts of a Memo
Though the format for a memo may vary from one organization to another, the standard
heading consists of a series of clearly labeled lines that convey key information about the
memo’s contents and its distribution. The following are the standard elements of a memo
header:
Letterhead of the Organization: Remember that this is an official communication
within the organization.

Date: The date on which the memo is distributed

To: The persons to whom it is primarily addressed

From: Name of the writer, usually followed by his/her handwritten signature

(sometimes with job title)

Subject: or Re: Concise statement of the memo’s topic

Content: This is where the information that the target readers must know is written.

Guidelines in Memo Writing

✓ Present the main point first.
✓ Maintain a professional, succinct style.
✓ Create a very specific subject line to give the reader an immediate idea of the
memo’s (or message's) subject and purpose.
✓ Provide a summary or overview of the main points, especially if the memo
is more than one page.
✓ Use format features, such as headings, to signal structure and guide
readers to the information they are seeking.

APPLICATION
Improve the following business writing samples, following the business writing guidelines.
Business Letter- Appendix A
Professional Email- Appendix B
Memo- Appendix C

ASSESSMENT
1. Suppose you are a fresh graduate of DNSC. Write a letter addressed to your
program chairperson, requesting your certificate of OJT completion since it is
requested by the company where you have been recently hired.
2. Suppose you are already a professional. You need to ask permission from your
direct supervisor if you could file a leave of absence tomorrow because of an
emergency family concern. Attach a proof that would guarantee your reason.
 3. Suppose you are a department head in your company. Issue a memo, calling for
a meeting regarding the work-from-home (WFH) guidelines proposed by the
company.
Suggested Grading System:

Business Letter:
• Return Address: 2 pts (residence, contact details)
• Date: 1 pt
• Inside Address: 4 pts (name, designation, name of institution, institution’s
address)
• Salutation: 1 pt
• Content:
o Introduction: 3 pts (clarity of intent, conciseness, grammar)
o Body: 3 pts (necessary details, conciseness, grammar)
o Closing: 3 pts (expression of gratitude, conciseness, grammar)
• Complimentary Close: 1 pt
• Signature and Name: 2 pts
• Tone: 1 pt
• Format: 4 pts (prescribed letter style, margin, font size and style, paper size)
Total: 25 points

Professional Email:
• To: 1 pt
• Subject: 1 pt
• Salutation: 2 pts (conciseness and grammar)
• Content:
o Introduction: 3 pts (clarity of intent, conciseness, grammar)
o Body: 3 pts (necessary details, conciseness, grammar)
o Closing: 3 pts (expression of gratitude, conciseness, grammar)
• Complimentary Close: 1 pt
• Signature and Name: 1 pt (e-signature is optional)
• Tone: 1 pt
• Attachment: 2 pts (relevant, reliable)
• Format: 2 pts (prescribed letter style, font size and style)

Total: 20 points

Memorandum
• Letterhead: 1 pt
• Date: 1 pt
 • To: 1 pt
• From: 3 pts (Name, Designation, Signature)
• Subject: 2 pts (conciseness and grammar)
• Content (2 pts- observed, 1 pt- partly observed, 0 pt- not observed)
o Clarity of Intent
o Organization
o Clarity of Information
o Conciseness
o Grammar
• Format: 2 pts (to be prescribed by the instructor)

Total: 20 points

References:
Alejandro, A., Aquilam, J., Arcenas, S.M., Baldric, C., Betonio, G., Dalagan, J… Ranalan, R. (2018). Purposive
communication. Mutya.

George Madison University. (n.d.). Writing business memos. Retrieved from

https://writingcenter.gmu.edu/guides/writing-business-memos

Gerson, S. (2001). Writing that works. Kansas Curriculum Center.

NMU Writing Cneter. (n.d.). Parts of a business letter. Retrieved from

https://nmu.edu/writingcenter/parts-business-letter

Student Learning Center. (2019). How to write a memorandum. California State University.

University of North Carolina at Chapel Hill. (n.d.). Effective email communication. Retrieved from
https://writingcenter.unc.edu/tips-and-tools/effective-e-mail-communication/
 APPENDIX A
Sample Letter

Gredu, 8015 Panabo City

April 23

ms. shiela m. del valle

Grade 11- Jupiter Class Adviser
Panabo Central High School
New Visayas, Panabo City

To whom it may concern….

Please be informed that my son, Danny P. Ortega, has been admitted to the hospital this morning because
of asthma attack. He is fine and recovering now, but the doctor advised him to rest for the whole day.

Excuse my son! I hope you give him consideration for any assessment that he will miss today.

T.Y.

Xoxo,

Roslinda P. Ortega
Mother
 APPENDIX B
Sample Email

To paulserrano@gmail.com
Subject CAN I ASK FOR A COPY OF YOUR PRESENTATION????

112 Molave Street, Palmetto Village

Buhangin, Davao City

April 20, 2020

Dear Serrano:

I AM VERY GLAD THAT I WAS ABLE TO ATTEND YOUR WEBINAR. YOUR SESSION WAS VERY
INSIGHTFUL AND ENGAGING.

MAY I ASK FOR A COPY OF YOUR PRESENTATION? IF IT'S OK W U.

Thanks much!!! :) :) :)

Love,

Katherine Lumbao
 APPENDIX C
Sample Memorandum

Date: April 20, 2020

To: All employees

From: CEO

Subject: Unauthorized Internet Usage

We have become aware of a substantial amount of activity by employees and consultants using
both email and the Internet for inappropriate and non-work-related activities, including the
forwarding of email chain letters, non-business-related Internet surfing, downloading, and
subscription to News Groups and Internet mailing lists reflecting personal interests. This is a
reminder that the Company's computer resources, including but not limited to PCs and other
Company hardware, E-mail and the Internet, and other software are to be used ONLY FOR
COMPANY BUSINESS. Anyone using the Company's computing resources is subject to having all
of his/her activities on the Company's computing resources monitored and recorded.
Employees found in violation of the Company's policy will be subject to disciplinary action, not
excluding termination, and non-observance by consultants and other non-employees will
jeopardize their status.