HOW TO ORGANIZE

AND DRAFT
LETTERS AND
MEMEOS

IGSM ,MANEGERIAL COMMUNICATIONS

Sadiq Rahman, Fulbright Scholar
 DO’S & DON’T’S
• Write Professionally and Efficiently
•

• Follow Netiquette format .

• Respect other people’s time

• Efficiency: save time by knowing and

following the rules and regulations
•

• Emphasize on introduction ,body and

conclusion: all the three parts
 INTRODUCTION:
•Introduction with a purpose and a main
point .

•Focus on: Subject, Purpose and Main

point.

•Two additional main points depending

on message:
1. Background Information

2. Stressing the importance of the

subject
 SUBJECT
•Should be stated at the beginning of
the memo or letter.

•Should be the 1st or 2nd sentence

•Clear and simple to the reader

•

•Should never assume that they already

know what you are saying.
 PURPOSE
•Like the subject, should be stated at the
beginning.

•For
examples:
•Now that we have reached the second
level of the project ,I would like to refine
each and every responsibility.

•Thepurpose of this letter is to inform you

about the rules and regulations of the film
club of IILM
 MAIN POINT:
• Catch the attention of the reader.
• Importance of the document must be
conveyed.
• Some readers skip the extra information and
want to know the main points .So main points
must be placed first.
• For example:
• We request the hiring of three Assistant
Professors for the post of Economics.
• Some times bluntness helps: We are only
looking for professionals who have 15 -22 years
of work ex.
 BACKGROUND
INFORMATION:
• Forms a part of additional information

• Making personal connection with the

reader.
• For example:

• Our faculty meet on the 25th Sep

regarding mentoring was highly successful
• When we met last week for a discussion
on student’s CGPA, the papers were not
corrected. Now they are ready.
 LETTERS
• The body is the largest part of the
letter/memo.
• Provides the most important information
needed to take action and make a decision.
• May take more than one paragraph.

• Brainstorming always helps when one is

struggling to organize the information one
has to write about.
• Provide only ‘need to know’ information to
keep letters and memos short.
• Include facts.examples,data,reasoning that
will help support your argument.
 TYPES OF LETTERS
& MEMOS
Common patterns of letters and memos:
•Inquiry

•Response

•Transmittal

•Claim

•Adjustment

•Refusal
INQUIRY & RESPONSE
LETTER:
Inquiry Letters: these letters are to
obtain information. They answer
questions to important and subtle
matters.
Steps to write an inquiry :
1. Clearly identify your subject and
purpose
2. No more than 5 questions or less

3. State your questions clearly

4. Thank reader in advance

5. Provide contact information.

 Response Letters: they have the function of
answering an inquiry. Details depend on each
question.

Guide to write a response letter:

1. Thank the writer for inquiry

2. Clearly state the subject of the document.

3. Answer any question point by point.

4. Provide more information if it exists.

5. Provide contact information

 TRANSMITTAL
LETTERS
Its purpose is to explain the reason the
enclosed materials are being sent.
These letters are sent when we send
materials or letters on mail. They are also
called Cover letters or cover memos.

Functions of Transmittal Letters:

1. Identify the materials enclosed
2. State the reasons the materials are
being sent
3. Summarize the information being sent.
4. Clearly state any action
5. Provide contact details
 CLAIM & ADJUSTMENT
LETTERS:
Claim letters: The purpose of this letter is to
explain a problem and ask for a solution.
They are essentially a complaint.
How to write a Claim letter?
1. Make the subject clear and concise to
the reader.
2. Explain the problem in details

3. Describe how the problem troubles

4. Give a possible solution to the problem

5. Thank the reader for taking time to read

your letter.
6. Provide contact information.
Adjustment Letters :The purpose of this letter is
to respond to the issue described by the client,
customer or co worker. It is a reply to a claim
letter.

The following things must be kept in mind

while writing an adjustment letter:
1. Express regret for the problem without
taking the direct blame.
2. State clearly your solution for problem.
3. Tell the reader when they should expect
result
4. Appreciate them for their business.

5. Provide contact information.

 REFUSAL LETTER
The purpose of the letter is to deliver to the
readers things that they do not want to hear. It
is also known as the bad news letter.
Guidelines for writing a refusal letter :
1. State your subject

2. Summarize your understanding of the issue

3. Deliver the bad news, explain your reasons.

4. Offer alternatives ,if applicable .

5. Express a desire to retain the relationship

6. Offer contact information.

 HOW TO BUILD
CONCLUSIONS IN A
LETTER AND MEMOS:
Conclusion to the readers must have the following
points :
1. Thank the reader
2. Telling the reader that you appreciate their
attention to the message.
3. Restate the main point.
4. Tell the readers of the action you would like
them to take.For ex: Time is short, we would
need your reports by email ,latest 15 th Oct ,5pm
5. Look into the future: Conclude your letter or
memo by looking forward in some way.
For ex: When the project is complete ,we will have
taken a revolutionary step towards our
approach in manufacturing.
THANK YOU