Professional Documents
Culture Documents
Written Correspondence: How To Write Memos, E-Mails, and Letter
Written Correspondence: How To Write Memos, E-Mails, and Letter
Many differences:
Destination
Format
Audience
Topics/Purpose
Tone
Attachments
Length
Security
Determine the Purpose
Cover/transmittal
Confirmation
Procedures
Recommendations
Feasibility
Status
Directive
Inquiry
Determine the Audience
Colleagues
Subordinates
External parties
Other
How to Write Memos
Subject Line
Introduction
Discussion
Conclusion
Subject Line
Do write:
“Salary Increases for Comptrollers”
“Termination of Comptrollers”
“Hiring Procedures for Comptrollers”
“Vacation Schedules for Comptrollers”
“Vacation Schedules for Comptrollers”
“Training Seminars for Comptrollers”
Introduction
Examples:
“In the third of our series of quality control meetings this
quarter, I’d like to get together again to determine if
improvements have been made.”
“As a follow-up to our phone conversation yesterday
(11/2/00), I have met with out VP regarding your suggestions.
He’d like to meet with you to discuss the following ideas in
more detail.”
Discussion
Inquiry
Cover
Good news
Bad news
Complaint
Adjustment
Sales
Essential Letter Components
Writer’s address
Date
Inside address (recipient’s address)
Salutation
Letter body
Complimentary close
Signed name
Typed name
Optional Letter Components
Subject line
New page notations
Writer’s and typist’s initials
Enclosure notation
Copy notation
Criteria for Letters of Inquiry
Introduction
State why you are writing
Discussion
Specify your needs
Quantify
Conclusion
Explain when you need a response
Introduction
State why you are writing
Discussion
Tell the reader exactly what you have enclosed or the value of
the enclosures in an itemized list
Conclusion
State what you plan next
Introduction
State why you are writing
Discussion
Explain exactly what has justified the commendation or the
promotion
Conclusion
State what you plan next
Introduction
Begin with a buffer
Discussion
Preface your news with quantifiable proof
Conclusion
Provide options which will allow them to regain “good graces,”
seek employment in the future, or reapply for the refund you
have denied
Try to end upbeat and positively
Criteria for Complaint Letters
Introduction
Politely state the problem
Discussion
Explain in detail the problems experienced
Conclusion
End positively
Include your phone number and the time you can best be
reached
Criteria for Adjustment Letter: 100% Yes
Introduction
State that you agree with the reader’s complaint
Discussion
Explain why the problem occurred
Conclusion
Try to maintain customer satisfaction
End upbeat
Criteria for Adjustment Letter: 100% No
Introduction
Begin with a buffer: positive statement and facts that all can
accept
Discussion
Explain what happened
Conclusion
End upbeat
Criteria for Adjustment Letter: Partial
Introduction
State good news
Discussion
Explain what happened
Conclusion
Try to maintain customer satisfaction
Criteria for Sales Letter
Introduction
State why you are writing
Tell what you are writing about
Arouse the reader interest
Anecdote
Question
Quotation
Data
Discussion
Specify what you offer to benefit your audience or solve their problems
Provide data
Give testimony
Document your credentials
Conclusion
Write something to make reader’s act
Give directions
Provide a tear-out to send back
Supply a self-addressed, stamped envelope for a response
Offer a discount
Give your name or contact name and phone number
Practice Writing a Sales Letter