BUSINESS LETTERS AND MEMORANDUM

What is a Business Correspondence?
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Communication A key that opens locked doors Tells the story of the real character of your firm

What does a good business letter do? (Essentials of a Good Business Letter)
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It sells goods. It creates new customers. It brings back lost customers. It brings good traveling sales representatives. It gives incentives to dealers. It brings confidence in suppliers. It brings confidence in buyers. It collects bad debts.

Essentials of a Good Business Letter
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It settles disputes. It brings more finance. It opens new markets. It brings more profits. It builds the business and the nation.

The Legal Aspects of a Business Correspondence

All business activity is contractual in nature.
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people engaged in any particular transaction are undertaking certain obligations to one another and at the same time acquiring certain rights.  Should any dispute arise, it can be settled by going to court.

Why should business correspondence be a tough responsibility?
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“First impressions last.” “An effective letter, memo or report does more than store words on paper. It communicates with the right person, makes an impression, and tells the recipient who wrote it and when (and even why) it was written.” -Bovee and Thill

The Standard Letter Parts
1) 2) 3) 4) 5) 6)

Date Inside address Salutation Body Complimentary close Signature block
*Ancillary elements – included when needed or according to corporate policy, include a reference line, special mailing instructions, special handling instructions, an attention line, a subject line, writer/typist initials, an enclosure notation, a copy notation, and a postscript.

Major parts of business letters

Date line – written out in full (e.g. April 8, 2009), 2-6 lines beneath the last line of the printed corporate letterhead, depending on the estimated length of the letter or on the guidelines of the company’s correspondence manual. Three-line spacing is the most flexible choice, with extra space between the date and the inside address. Inside address – second essential letter element.

Examples of inside address:
Ms. Joan L. Santos Vice President, Sales Triple Star Corporation, MS 3B 234D 1234 Burgos Street Suite 27 Makati City Mr. Rodrigo D. Ramos Chief, Research Department Marketing Expertise Company 44 Diamond Drive Quezon City

Salutation – appears two lines below the last line of the inside address, flush with the left margin. Examples: Dear Mr. Valdez: My dear Dr. Sison: Your Excellency: Most Reverend Sir: Dear Marsha: Gentlemen: Dear Marketing Department:

Body of the letter – the message begins two lines below the salutation. Paragraphs in conventional business letters are usually singlespaced themselves, with doublespacing separating them one from the other. Only in very short letters is double spacing accepted. Complimentary Close – typed two lines beneath the last message line. The first word of the complimentary close is capitalized.

Examples of complimentary close:
Very truly yours, Sincerely yours, Regards, Yours very truly, Yours sincerely, Best regards, Signature Block – indicates the writer’s name and possibly his/her corporate title or designation, if the title does not appear in the printed letterhead. Written five lines after the complimentary close.

Ancillary Letter Elements

Identification symbols – the dictator’s and typist’s initials. Flushed with the left margin, one or two lines below the last line of the signature block. Enclosure Reference – indicates any enclosure which accompanies the letter. Post script (P.S.) – used to emphasize an important point.

Characteristics of a Successful Business Letter
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Has a definite purpose Has consideration for the reader Has a natural style Has correct usage and form Has an attractive appearance

The Memorandum

In business, when you want to communicate with someone outside of your company, you may write a business letter. However, when you wish to communicate with someone within your company, then you may write a memorandum. Conversational in tone because their language is commonly used in the workplace or office. Have memo forms printed.

Sample Memo Form:
To: _______________________ Dept.: _________ From: _______ Date: ______ Telephone: ______ Subject: ____________________ For your:  Approval  Information  Comment  Guideline and Implementation

Guidelines on Writing Memos
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Should be brief. It should get to the point. It should cover only one topic. It should be timely.

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