Traditional Correspondence

Memos and Letters

Comparison
Memos
1. Internal written to colleagues; 2. Format: Date, To, From, Subject + message text 3. Audience: peers; Specialists or semi-specialists 4. Topics: internal corporate issues and decisions; 5. Tone: informal 6. Attachments and complimentary copies (ccs)

Letters
1. 2. External written to other business; Letterhead address, date, readers address, salutation, text, complimentary close and signature; Semi-specialists; lay people: clients; vendors, stakeholders; Topics related to stakeholders interests More formal; Attachments can be enclosed; ccs sent to other readers

3.

4.
5. 6.

Purposes of Memos
1. Documentation: expenses, incidents, problems, hirings, firings; 2. Confirmation: meeting agenda, date, time and location; decisions of purchase or sale, fees or costs; 3. Procedures: how to use a new machine; 4. Recommendations: reasons to fire or hire, to contract with new suppliers, to merge with other business;

Purposes of Memos
5. Feasibility: the possibility of change in the workplace (practices, procedures, staffing); 6. Status: daily, weekly, yearly statements on the company sales, staffing, travel, financesetc. 7. Directives (delegation of responsibility): informing subordinates of their designated tasks. 8. Inquiry: asking questions about coming events.

All-Purpose Memo Template

Date To From Subject: Focus + Topic Summarizes memos content: Subject: Employee Benefits Package (Topic) Subject: Report on Changes to Employee Benefits Package (Topic + Focus)

Memo Structure
I- Introduction: Get to the point in the introductory sentences State what topic you are writing about + why you are writing TeleCom will introduce new healthcare plans. This will affect 5,000 employees benefits package. I have attached a proposal.

Memo Structure
II- Discussion: Develop content and be specific; Make it readable by itemizing, bulleting, headings, numbering. The proposal includes the following: 1- Reasons for changing our current plan; 2- Monthly cost for each employee; 3- Overall cost to TeleCom; 4- Benefits of the new healthcare system

Memo Structure
III- Conclusion: Thanks Directive: state what you want your reader to do Or what your plans are + provide dated action Please review the proposal, and provide your feedback. We need your input by January 9, 2014. This will help our HR department consider your suggestions and meet your needs.

Memo Style and Tone

One page long; Simple words; Short sentences; Specific details; Highlighting techniques; Informal friendly tone, yet decided by degree of power ( + power; - power; = power)