LETTERS AND MEMOS

BY GROUP 7
LETTERS
 INTRODUCTION

It is a letter written in formal language, used when writing from one business
organization to another, or for correspondence between such organizations
and their customers, clients and other external parties.

They are used for different purposes; like placing orders, making inquiries',
making credit request, requesting claims and adjustment, to apologize for a wrong or
simply to convey goodwill. etc.
Even today, they are very useful because it produces a
permanent record,
they are confidential, formal and delivers persuasive, well-
considered
messages.

Style of letter depends on the relationship between the

parties concerned.

A business letter is:

- a letter written for formal or professional
purposes.
- similar to a friendly letter, except for one
extra part.
- should be short, courteous, and to the point.
The exchange of written or printed communication.
Writing letters is considered to be an easy thing to do.

But very few write really good letters.

A good letter should follow all the rules of good
conversation and good composition.

Letters may be created and sent as

- E-mail or electronic transmissions (including fax similes)
- Hand-delivered transmissions
- Regular mail transmissions
  BUSINESS LETTERS -: (format writing; more formal
writing that may share elements of essay writing)

CATEGORIES  PERSONAL LETTERS -: (often informal; may be

OF LETTERS addressed to a friend or familiar acquaintance about a
personal subject; may regard a personal problem, issue or
even a personal business matter pertaining to ones personal
finances or personal legal matters).
  Personal letters-: A personal letter is a type of letter (or
informal composition) that usually concerns personal matters
(rather than professional concerns) and is sent from one
individual to another. It's longer than a dashed-off note or
invitation and is often handwritten and sent through the mail.

PERSONAL  Guidelines for personal letters:-

1. State what you appreciate and briefly explain why.
LETTERS 2. Do not add other news or information not related to the
appreciative gesture.
3. Be brief, warm and sincere.(Two to three lines should
suffice)
4. Postcards may be used for short notes. Personal notes
should be handwritten.
 APPRECIATION AND
APOLOGIES THANK YOU: FOR
FAVORS,KINDNESS

PERSONAL
TYPES OF
CONGRATULATIONS
COMPLAINTS PERSONAL
LETTERS
OFFERING
CONDOLENCES
INVITATIONS
(SYMPATHY OR GET
WELL)
 Business letters are documents created to:
 Persuade or inform readers(Ex: a letter from a candidate
requesting your vote).
 Analyse a concept or situation( Ex: a letter from the human
BUSINESS resources manager explaining the new payroll deposit system
to company employees)
LETTERS  Propose a solution( a letter offering a plan to reduce or prevent
school violence)
 Correct some perceived error or miscommunication. (Ex: a
letter to a creditor about a billing error you have noticed).
 TYPES OF BUSINESS LETTERS
ADJUSTMENT LETTER (a APPLICATION LETTER
ACCEPTANCE LETTER ACKNOWLEGEMENT
legal document/addresses a (request job
(yes/legal) LETTER (Receipt)
complaint or claim) consideration/interview)

COVER LETTER
COMPLAINT LETTER (a INQUIRY LETTER (posing a ORDER LETTER (request
(accompanies resume or
legal document) question) letter)
order)

REFUSAL LETTER (reject RESPONSE LETTER

SALES LETTER (marketing)
an offer) (answers inquiry)
• A generally acceptable format for the body of most business
letters is block style, with no indentions or centering of any

•
parts.

Paragraphs should also be single spaced within the

FORMAT
•
paragraph and double spaced between different paragraphs.

Each paragraph in the business letter should contain

OF A
•
different topics

Different types of letters have different writing styles.

LETTER
 LETTER CONTENT

 The first paragraph should grab attention and state the

reason for the letter.

 The middle paragraphs, as in most letters, should

support your reason and go into details.

 In the final paragraph, it’s professional etiquette for the

writer to thank the reader for taking his or her time to
read the letter.

 The end of a letter marks the biggest difference

between business and personal letters.

 The ending of a business letter usually states

‘Sincerely,’ followed by three blank lines for the
writer’s signature and then the writer’s typed name.
  THE WRITER’S ADDRESS : Your contact information, placed at the top of a
business letter, lets the reader can identify you and provides a way to contact you in
return.

 THE DATE : Indicate the date you write – or send – the letter. Write out the month,
date, and year like this: July 4, 1776.

LETTER  Addressee Information: Also called the “inside address,” this element includes the
COMPONENTS name of the person to whom you’re writing, his title, the company, and his full
mailing address.

 A SALUTATION : The salutation is a greeting made up of two parts: a word of

welcome such as “Dear” and then the individual’s name. Avoid using a generic, “To
Whom It May Concern” or “Dear Gentlemen” but instead, greet the specific
individual or group you listed in the address information. This attention to detail
speaks volumes to the reader.
 The salutation can be formal (using the reader’s title, such as Dr., Mr., or Ms.,
followed by his last name) or informal (using the person’s first name),with the
tone matching to the letter’s level of formality. Insert a comma or colon and a line
space after the salutation and then proceed to the letter body.

 THE BODY OF THE LETTER :

 The body of letter, the main section, communicates your business. It is comprised
of three parts.
 Use the first paragraph as an introduction to explain why you are writing.
 Use the following paragraphs to lay out your points, providing more information
and specific details in logical order.
 Use the final paragraph or section to specify what step you want your reader to
take after reading your letter. Close this final section with words of appreciation.
A COMPLEMENTARY CLOSE : This short phrase ends your letter but continues to communicate
your tone. Choose a letter closing that suits your relationship with the reader, always communicating
courtesy and respect. (Here is a list of the most professional business letter closings.) Follow your
closing phrase with a comma.

THE WRITERS SIGNED : Insert 2-4 line spaces for a handwritten signature. If your letter will be sent
electronically, you can insert an email signature.

TYPED NAMES : Type your signature (and your title, if appropriate).

SAMPLE LETTER
1. Positive approach
2. You-attitude
3. Free from error
4. Evaluation of the reader’s position
5. Simplicity
6. Clarity of goal CHARACTERISTICS
7. Courteous OF AN EFFECTIVE
8. Persuading LETTER
9. Sincere
10.Coherence
11. Tactful approach
12. Brief but complete
MEMOS
 OVERVIEW OF
PRESENTATION

Types of
Introduction Memo Conclusion

Format, Pros & Cons

features &
elements
 Official Correspondence
Letters

Fax
E-Mail Text
Letters Memos Messages Messages
Messages,
etc.
 Clarity

Completeness

Professional Consciences

business memo Consideration

follows 7Cs of Correctness

Communication..
Courtesy, &

Concentration
  A short official note written to pass the information and
messages within an organization or among the departments of
same organization.
 Or in other words memo or memorandum, basically means
“reminder”.
 It is generally used for communicating policies, procedures, or
What is related official business within an organization.
MEMO?  It is usually written from a one-to-all perspective like mass
communication, broadcasting a message to an audience, rather
than a one-on-one, interpersonal communication.
 It may also be used to update a team on activities for a given
project or to inform a specific group within a company of an
event or action.
 Name of
sender/origi
nator

Letter Head
To whom it
is addressed Memo of
Company

Issue date
A Memo consist of following parts:

1. DATE: It is the date on which the memo is distributed.

2. TO: The names of the recipients of the memo. If there are several
recipients, a group name can be used, such as “All Staffs” or
“Committee Members.”

FORMAT
3. FROM: The name and job title of the writer(s).

4. SUBJECT: It is the title for the memo. It should be specific so

OF A
that the readers can immediately identify the topic.

5. Introductory Paragraph: reason for writing, add background

MEMO
information.

6. Body: supporting details for reason stated in the opening.

7. Closing: Add a closing thought, any required action or

summarize the information.

8. Memo does not has salutation unlike letter.

9. CC or BCC: may be added if required.

 It states the reason for communication

Emphasized on key topic or subject

Written in third person

FEATURES
OF MEMO Explains subject in short, simple and direct sentences.

Clarity and polite tone is maintained

Usually points are mentioned in bullets, numbers to make

it simple and understandable
 ADVANTAG
AVOIDING AVOIDING PRESERVING MAINTAINING
DISTORTION OF MISUNDERSTANDING INFORMATION CONSISTENCY
INFORMATION

ES OF
MEMOS
QUICK EXCHANGE CONCISE LESS EXPENSIVE USE AS
OF INFORMATION PRESENTATION OF REFERENCE IN
INFORMATION FUTURE
Limited Field of Application

Lack of Explanation
DISADVANTAGES
Problem in Modification OF MEMOS
Time Consuming

Lack of formality
 TYPES OF MEMOS

•REQUEST MEMO •CONFIRMATION •PERIODIC •IDEAS AND •INFORMAL

MEMO REPORT MEMO SUGGESTIONS STUDY RESULT
MEMO MEMO
 REQUEST MEMO
 

• The reasons for the

• The request should be • Financial costs should
request should be
clearly stated be explained.
presented.

• Recommendations for • Throughout the memo

• All expenses should be
action should be tact and diplomacy
justified.
presented. should be used.
01 02 03
•Be specific regarding the • Enumerate the major • Encourage feedback on
major points that were points to emphasize them any misunderstood or
discussed and verbally and allow easy reference unclear points.
agreed upon. to them in future
discussions.

CONFIRMATION MEMO
 
 PERIODIC REPORT MEMO
 

• The memo should be designed as a fill-in form on which data can be

entered quickly.

• The form should be designed so that it can be duplicated and re-

used.

• If narrative or descriptive commentary is necessary, a place should

be provided on the form.
•Begin with positive comments about •Group ideas according to •Be specific and don’t stray off
the current situation, and then tactfully
present suggestions for change.
subject and use headings to the point.
highlight them. 

IDEAS AND SUGGESTIONS MEMO

 
 • State the purpose at the beginning.
 • Use headings and sub-headings to make the reading
as easy as possible. Present data in INFORMAL
a “Findings” section and interpret it in another
called “Conclusions” . STUDY
 • Be specific. Stay on the point and address different RESULT
MEMO
issues one by one, systematically.
 • Unless there is good reason to do otherwise, write
the memo in informal language and use personal
pronouns.
 
CONCLUSION
  Top 15 Characteristics of an Effective Business Letter – Expla
REFERENCES ined! (shareyouressays.com)
 Williams, V. (2021). Fundamentals of Business
Commnunication. Retrieved from:
https://pressbooks.bccampus.ca/businesswritingessentials/
 Dairies, H. (2018). Types of memo. Retrieved from:
https://harappa.education/harappa-diaries/types-of-memos/
 http://www.cbseacademic.nic.in/web_material/Curriculum
/Vocational/2018/Study_Material_XII_Typograhpy_&_Co
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