Short Documents:

1
Chapter 5

• Short Documents
• Letters, Memos, Email

2
SHORT DOCUMENTSLetters, Memos, and E-mail

• Two pages or less
• Internal or external
• Formal or casual

3
SHORT DOCUMENTSLetters

• Most formal
• Format
• Usually on company letterhead
• Date, inside address
• Salutation
• Subject line
• Complimentary close
• Signature block

4
SHORT DOCUMENTSMemos

• Less formal than letters
• Format
• Title (Memo or Memorandum)
• Headings (To, From, Date, Subject)
• Single subject
• No inside address, salutation, or close
• Less private than letters or email

5
SHORT DOCUMENTSE-mail

• Least formal
• Format
• Headings (To, From, Subject)
• Informative subject line
• Date and time automatically included
• Salutation is optional (Hi, Good Morning, name)
• Cover only one topic per email
• Complimentary close (Thanks, Regards, Looking
  forward to..)
• Name, signature file

6
SHORT DOCUMENTSImproving Readability

• 1. Vary sentence length
• Average length 20 words or less
• Long sentences for grouping ideas or summarizing
  information
• Medium sentences for showing relationships
  between ideas
• Short sentences for emphasizing information

7
SHORT DOCUMENTSImproving Readability

• 2. Keep paragraphs short
• Maximum 7-8 lines
• One topic per paragraph
• Paragraphs should be coherent
• Use one-sentence paragraphs occasionally for
  emphasis

8
SHORT DOCUMENTSImproving Readability

• 3. Use headings and subheadings
• Organize information
• Easier to read
• Easier to find information
• Visually indicates shift from one idea to next
• Use parallel construction
• Descriptive headings identify a topic
• Informative headings sum up a topic

9
SHORT DOCUMENTSImproving Readability

• 4. Use lists and bullets
• Highlight important ideas
• Show sequence
• Heighten visual impact
• Easier to skim, find key points
• Introduce with lead-in sentence

10
Improving Memo Readability With Listing Techniques

• Try this
• Speaker Schedule
• On April 3 we will be in Toronto, and the
  speaker is Troy Lee. On May 20 we will be in
  Calgary, and the speaker is Erin Win.

• Headings
• Instead of this
• On April 3 we will be in Toronto, and the
  speaker is Troy Lee. On May 20 we will be in
  Calgary, and the speaker is Erin Win.

11
Improving Memo Readability With Listing Techniques

• Headings
• Instead of this
• On April 3 we will be in Toronto, and the
  speaker is Troy Lee. On May 20 we will be in
  Calgary, and the speaker is Erin Win.

• Try this
• Date City Speaker
• April 3 Toronto Troy Lee
• May 20 Calgary Erin Win

12
Improving Memo Readability With Listing Techniques

• Within Sentences
• Instead of this
• Our team constantly tries to achieve our goals,
  customer service must be improved, and our
  production targets must be hit.

• Try this
• Our team constantly tries to (a) achieve our
  goals, (b) improve customer service, and (c) hit
  our production targets.

13
Improving Memo Readability With Listing Techniques

• Bulleted Items
• Instead of this
• At the AutoSelect Web site, we let you compare
  car prices, you can research the best financing,
  and you can learn about leasing.

• Try this
• At the AutoSelect Web site, you can
• Compare car prices
• Research best financing
• Learn about leasing

14
Try Your Skill

• Arrange the following in a concise, bulleted
  list.
• In the next training session, the trainer will
  demonstrate how to use video conferencing, how to
  share multiple programs, and how to maintain an
  Internet directory.

15
Try Your Skill

• Improved Version
• The next training session will demonstrate
• Using video conferences
• Sharing multiple programs
• Maintaining an internet directory

16
Application Question

• Do Question 5 on p.76 in your text.
• Include an opening or lead-in sentence describing
  the list.

17
Writing Plan for Memos

• Subject line Summarize memo contents.
• Opening State the main idea.
• Body Provide background data and explain
  the main idea.
• Closing Request action, summarize the
  message, or present a closing thought.

18
Formatting Hard-Copy Memos

• Guide Words
• Double-space Date, To, From, and Subject.
  Align all words after the colon following
  Subject.
• Top Margin
• Full sheetstart on line 13.
• Half sheetstart on line 7.

19
Formatting Hard-Copy Memos

• Side Margins
• Leave 3 cm to 5 cm (1 to 1¼ inches).
• Spacing
• Single-space.

20
Interoffice Memo

• Date September 27, 2005
• 
  
• To All Department Managers
• From Ryan Crawford, Human Resource Manager
• Subject Improving the Quality of Temporary
  Workers

21

• We are working to improve the quality of
  temporary employees hired to assist you and your
  staff.
• In order to hire the best workers possible, we
  need to know
• the number of workers hired by your department
  over the last year
• the length of time each worker was employed
• the skills required for each position
• the employment agencies used
• Please send your responses to me by January
  20th. Once we have your information, we can
  develop a new, more efficient hiring policy.