Business Letters and

Memos
MGT 5105: Business Communication
Nalaka S. Hewage

1
WARM UP ACTIVITY

What are the differences between

business letters and business memos?

2
Letters

Letters are brief written messages

sent to customers and other recipients

outside the organization.

(Bovee and Thill, 2016)

3
Individual Activity

Business Letters can be written for a variety of reasons.

Mention THREE such reasons.
https://docs.google.com/forms/d/e/1FAIpQLSeGY0-lEvKkg0rt8dYLBe-
uaIefK86bgUCx2Q5DLvlWIRCRNA/viewform?usp=pp_url

4
Standard Letter Parts

Heading
Date
Inside address
Salutation
Subject line
Body
Complimentary close
Signature block

5
Letter Formats

❏ Block format
❏ Modified block format

(Bovee and Thill, 2016)

6
Block Format

(Bovee and Thill, 2016)

7
Modified Block Format

(Bovee and Thill, 2016)

8
Letters cont.

Format
and Layout
of Letters
(Bovee and Thill, 2016)

9
GROUP ACTIVITY

Mr. Aruna Wijekoon worked as an accountant in your company for 15

years before succumbing to COVID-19. You feel like you have lost a
good friend in addition to a valued employee. Write a letter of
condolence to Mr. Wijekoon’s spouse and children whom you have
known socially through a variety of social events organized by the
company over the years.

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Memos

Memos are brief printed documents traditionally

used for the routine, day-to-day exchange of

information within an organization.

(Bovee and Thill, 2016)

11
Memos cont.

Most internal printed memos have been replaced by electronic media in many
companies, but printed memos may also be sent from time to time. These can
be simple announcements or messages. (Bovee and Thill, 2016)

12
Individual Activity

1. Have you ever written a business memo?

2. If YES, for what reason did you have to write the business memo referred to
in Question No. 01?

https://docs.google.com/forms/d/e/1FAIpQLSd6KEh-
8SuuOVCcfDPPBmd8Fcxp5hJ8UEL9p7oGfLU_b1DD_w/viewform?usp=pp_url

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Format and Layout of Memos

Title: MEMO / MEMORANDUM/ INTEROFFICE

CORRESPONDENCE
TO:
FROM:
DATE:
SUBJECT:
BODY:

14
Individual Activity

Watch the following video and answer the question given below.

https://youtu.be/eHZdnldGuls

Why does the presenter say that you should consider getting your memo
reviewed by one of your colleagues before you send it to the intended audience?

15
INDIVIDUAL ACTIVITY: Correct the errors in the following business memo.

Date: July 5, 2021

To: MR. lakshman Abeywardene Director Public health engineering (DOHMH)
From; Ms. Yohani weerasekara. Database manager
Subject: Database format changes update
I have been made the expected changes to the datebase. Right now, the problems that the field
inspectors experienced when they transferred their observations from their hand-held devices to the
database have been resolved.
A survey of the new changes shows that the field inspectors is very happy with the new system
Tell me if you need me to make any more corrections to the program.

16
CORRECTED VERSION OF THE SAMPLE BUSINESS MEMO

Date: July 5, 2021

To: Mr. Lakshman Abeywardene, Director, Public Health Engineering (DOHMH)
From: Ms. Yohani Weerasekara, Database Manager
Subject: Database format changes update
I have made the expected changes to the database. Right now, the problems that the field inspectors
experienced when they transferred their observations from their hand-held devices to the database have
been resolved.
A survey of the new changes shows that the field inspectors are very happy with the new system.
Please let me know if you need me to make any more corrections to the program.

17
GROUP ACTIVITY

As the Head of the HR Division of your organization, write a

memo to your employees informing them of the COVID-19
vaccination programme which has been scheduled to be
implemented next Friday.

18
SMALL GROUP ACTIVITY

Get into groups and discuss how letters and memos have largely been replaced
by electronic media in different organizations with special reference to the
organizations you are attached to.

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REFERENCES

Bovee, C. L., & Thill, J. V. (2016). Business Communication Today.

Pearson.
Murray and Rockowitz, A. C. (n.d.). Business and Professional Writing:
Writing a Business Letter. Writing Center, Hunter College, City
University of New York.

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