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Business Letters and Memoranda

The document outlines the key elements of business letters and memoranda used for professional communication. It discusses the purpose, types, format, and strategies for effective business letters and memoranda. Business letters are commonly used to communicate with clients, customers, suppliers, and managers, while memoranda are used internally to disseminate information, serve as reminders, and call employees to action. Both should follow standard formats and include essential elements like headings, dates, salutations, bodies, and closings to clearly convey their messages.

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Jay Rald Sinampaga
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313 views24 pages

Business Letters and Memoranda

The document outlines the key elements of business letters and memoranda used for professional communication. It discusses the purpose, types, format, and strategies for effective business letters and memoranda. Business letters are commonly used to communicate with clients, customers, suppliers, and managers, while memoranda are used internally to disseminate information, serve as reminders, and call employees to action. Both should follow standard formats and include essential elements like headings, dates, salutations, bodies, and closings to clearly convey their messages.

Uploaded by

Jay Rald Sinampaga
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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BUSINESS LETTERS

and
MEMORANDA
Materials towards Professional Communication
OUTLINE OF THE PRESENTATION
I. Introduction
II. Outline of the Presentation
III. Communication Materials
A. BUSINESS LETTERS
1) Description
2) Purpose of Writing
3) Types
4) Elements of Business Letters
5) Format
6) Sample of Business Letters
7) Strategies for Effective Letters
B. MEMORANDUM
1) Description
2) Purpose of Writing
3) Parts
4) Format
5) Sample
6) Tips for Effective Business Memos
BUSINESS LETTERS
 common form of writing in any organization.
may vary in length depending on the writer’s
objective, purpose, and message of the letter.
Business letters are often intended to:
 clients, customers or suppliers
 managers and business personnel
agencies and organizations
PURPOSE OF WRITING

A good business letter brings opportunity:


• To show professional courtesy
• To impress companies with your knowledge
and interest
• To allow readers to know you as a person
TYPES OF BUSINESS LETTERS
a.) Letter of Application
– the cover letter emphasizing how one is qualified for a job
b.) Letter of Resignation
– written by an employee to announce his/her intent to
leave a position or office of employment currently held
c.) Letter of Acceptance
– confirms the details of the employer’s offer including the
salary, perquisites, starting date, location of the reporting
office and the name of the superior to whom the candidate
will be reporting
TYPES OF BUSINESS LETTERS
d.) Follow – up letter
– effective means of consolidating a relationship between
you and the intended recipient
e.) Letter of Appreciation
– used when one person/party wishes to express
appreciation to another
ELEMENTS OF BUSINESS LETTERS
a.) Heading
186 International Dolores Street Conventional Heading
Arnaiz Avenue (Writer’s Contact Information)
Pasay City
December 5, 2018 Date

b.) Inside address

Mr. David Ruiz


Proprietor Job title
Zenith Enterprises
Inside Address
28 Dart Street
(Recipient’s Contact Information)
Paco, Manila
ELEMENTS OF BUSINESS LETTERS
c.) Salutation or greetings
Dear Mr. Ruiz:
Salutation
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________

d.) Body
Body of the Letter
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
ELEMENTS OF BUSINESS LETTERS
Body – clear, simple and focused

1st paragraph – reason for writing


2nd paragraph – more specific detail about the
information provided in the first paragraph
3rd paragraph – restates the main point and may
include a call to action; expresses gratitude for the
reader for taking time to read/review the letter
ELEMENTS OF BUSINESS LETTERS
e.) Complimentary close
Sincerely yours, Respectfully yours,
Yours truly, Kind regards,
Best regards, Many thanks,
With appreciation,

f.) Signature

Juan dela Cruz


(above type/printed name)
FORMAT
Generally, business letter follows a certain format:
• Use single spacing. NEVER use double spaces within
the business letter.
• Use a simple format with font that is easy to read.
• For block, and modified block formats use single
spaces.
• Leave a blank line between each paragraph. This
makes it easier to follow the changes of topics within
the letter.
SAMPLE

S
A
M
P
L
E
STRATEGIES FOR EFFECTIVE LETTERS
 Keep it brief. Preferably for one-minute reading
 Fill your letter with specifics. Particular to the
circumstances
 Write in a powerful and convincing manner
 Use a gracious and professional tone
Do Don’ts

Concise and clear Too wordy


Relevant information in sentences Too much use of adverbs and
adjectives
Subject organized from most Random and inconsistent subjects
important to least
MEMORANDA
Memo means “it must be remembered”
 the memo is usually issued and disseminated by
those occupying mid-level positions and up in an
organization
 it is written to serve as a reminder to one's
constituents who need to do or act upon something
 this is done so that tge concerned constituents will
be properly guided as to what to do next and so that
errors in the organizational system can be avoided
PURPOSE OF WRITING
Memos can be used to quickly communicate with
a wide audience, something brief but important.
It aid for:
o Information dissemination
o Reminder
o Call to action
o Persuasion
PARTS OF A MEMORANDUM
Basically, there are 3 main parts of a
memorandum:

1) The Heading
2) The subject and Date
3) The message
The heading
 contains the name of the organization and ‘To’
and ‘From’ sections.
Who sent it?
Who are the intended recipients?

Remember!
Pay particular attention to the correct name and job
title of the individual(s) in this section.
The subject and date
Subject
 is a brief statement telling what the memo is about.
The subject line is not a complete sentence but rather
a concise phrase which indicates some specific
information
Date
 date of writing memo is also important to take action
in time.
Message
 the main body of a memo.
(a) Introduction - Declaration (first paragraph)
- announces the background of the information.
(b) Details - Discussion (second paragraph)
- write details of information to support the
introduction. It should be logical.
(c) Response - Summary (last paragraph)
- the action statement. State the action to take, request
or the deadline.
FORMAT
• An addressee: Flush left, in capital letters, near the
top of the page
• The sender: Flush left, in caps, immediately below
the addressee
• Date: Flush left, in caps, immediately below the
sender’s name
• Subject: Flush left, in caps, immediately below the
date
• Message
MEMORANDUM
TO: (Sendee)
FROM: (Sender)
DATE:
SUBJECT: (Some memos use RE to mean regarding)
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
SAMPLE
TIPS FOR EFFECTIVE BUSINESS MEMO
Subject Emphasis
 the subject normally declared in the subject line should
be clear and concise
Direct Format
The purpose should be clearly and directly announced.
Audience Orientation
 consider the audience and their needs
Use Professional or Formal Tone
 with respect to the policies or procedures of the company
Objectivity

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