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Office Correspondence

The document discusses different types of office correspondence including memos, letters, and emails. It notes that memos are used internally in a company while letters are sent externally. Memos have title lines and are shorter than letters. Emails are less formal than memos or letters. The document then provides details on writing memos, including standard sections like the heading, opening, context, task, discussion, and attachments. It provides two sample memos, one conveying information about an office chair order and another requesting market research on exporting mango products.

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Kylla Shane Dunton
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372 views11 pages

Office Correspondence

The document discusses different types of office correspondence including memos, letters, and emails. It notes that memos are used internally in a company while letters are sent externally. Memos have title lines and are shorter than letters. Emails are less formal than memos or letters. The document then provides details on writing memos, including standard sections like the heading, opening, context, task, discussion, and attachments. It provides two sample memos, one conveying information about an office chair order and another requesting market research on exporting mango products.

Uploaded by

Kylla Shane Dunton
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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Writing Office

Correspondence
Correspondence includes memorandum (memo for short), email and letters,Using
correspondence is an efficient,fast and reliable way of requesting something or
informing the employees regarding matters related to the company.
What is the difference among memo, letter and email?Usually a memo is written
for people in the same workplace while a letter is sent to people outside the
company. Another difference is that memos have title lines while letters don’t.
Memo is shorter than a letter since it is direct with details. Letters vary in purpose
and format. On the other hand, electronic mails (emails) are less formal version of
letters and memos. E-mail is becoming popular as a form of correspondence due to
its speed and ease of use. In this era of internet connectivity, email is getting more
popular as a form of correspondence.
Let’s take a closer look at memos. A memo is used to convey information and
decision or make request. As such, memos should be written in simple and clear
language.
A memorandum may be used to make a request, announce an upcoming
meeting,or communicate some important facts. In writing memos,it is important to
be concise and clear since people will not appreciate reading long memos. Make
sure to send copies of the memo to anyone involved and affected by it
Standard memos are divided into segments to organize the information and to
help achieve the writer’s purpose.
Heading Segment
The heading segment follows this general format:
DATE:(complete and current date)
TO: ( readers’ names and job titles)
FROM: ( your name and job title)
SUBJECT: ( what the memo is about, highlighted in some way)
Opening Segment
The purpose of a memo is ussualy found in the opening paragraph which
includes the purpose of the memo, the context and problem, and the specific
assignment or task. Including the purpose of the memo will help clarify the reason
the audience should read this document. The introduction should be brief, and
should be approximately the length of a short paragraph.
Context
The context is the event, circumstances, or background of
the problem you are solving or the information you are
desseminating.
Task Segment
One essential portion of a memo is the task statement where you
should describe what you are doing to help solve the problem. If the
action was requested, your task may be indicated by a sentence opening
like.
Discussion Segments
If the purpose of the memo is to convey decision or recommendations you may
include a discussion segments,

The discussion segments are the longest portion of the memo, and are the parts in
which you include all the details that support your ideas. Begin with the information
that is most important. Start with your most general information and move to your
specific or supporting facts. (Be sure to use the same format she including details:
strongest to weakest.) The discussion segments include the supporting ideas, facts, and
research that back up your argument in the memo. Include strong points and evidence
to persuade the reader to follow your recommended actions. If this section is
inadequate, the memo will not be as effective as it could be.
Necessary Attachments
 Make sure you document your findings or provide detailed information whenever necessary. You can do this by
attaching lists, graphs, tables, etc. at the end of your memo.
Here is a sample interoffice memo to convey information
DATE : Mr. George Dano, Supply Officer
FROM : Allan Figueroa, Purchase Officer
SUBJECT : Purchase of Office Chairs
As desire, the order for the supply of 500 office chairs has been placed with whitegold Furniture Mart, 16
Road Street, Cebu City. The chairs will be supplied in two lost of 250 each on 26 and 30 August, 2016.
Here is another sample memo requesting Marketing Officer to provide information about the export of
mango jam in Western countries.

DATE : 15 JULY, 2014


TO : Johanna Cortes, Marketing Officer
FROM : Jamie Tongco, General Manager
SUBJECT : Export of Mango Jam and Candies
Here is another sample memo requesting Marketing Officer to provide
information about the export of mango jam in Western countries.

DATE : 15 JULY, 2014


TO : Johanna Cortes, Marketing Officer
FROM : Jamie Tongco, General Manager
SUBJECT : Export of Mango Jam and Candies
The undersigned has visited the manufacturing plans in Guadalupe
and discussed with the production heads the possibility of increasing
production for export in other countries. They see no problem in doing
so. However, they would like an estimate of the demand for our
products before taking any action to increase production

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