Introduction to Correspondence

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Introduction to Correspondence
Memos, E-mails, and Basic Letters By
Jennifer L. Bowie
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Memos

• Memorandum shortened to memo, either is fine
• Brief internal correspondence
• Sent up and down corporate ladder
• Short, clear, and organized
• Has a specific form

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Emails

• Most common workplace communication (and
  increasingly so)
• Can substitute for paper memos
• Often contains similar layout and info to paper
  memos
• Informal and casual, book compares to a telephone
  call, but should still be professional
• Edit it and make it clear and concise
• Make sure subject line is clear, concise,
  specific, and written to pass through spam
  filters
• Limit length to a short phrase
• Do include a signature block, especially for work
  emails
• Has an ideal form

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Letters

• Official and traditional method of correspondence
• Constitutes a legal record and represents your
  companys image
• More permanent and less forgiving
• Confidential
• Has a recognizable form

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More on Letters

• Whenever possible specifically name recipient and
  include job title
• Attention/Subject line for when you dont know
  the name or want to draw attention to something
• What names and title to use when
• Include the persons personal title (Dr./Ms./Mr.
  ), full name, and job title in the inside
  address
• Only include the last name and personal title
  (Dr./Ms./Mr. ) in the salutation (along with
  Dear, of course)

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Letter Formats Block and Modified Block

• Only difference is the placement of date, closing
  and signature, and your address
• Modified block indented 1/2 to 2/3 of the way
  and aligned to each other
• Full Block Aligned left with the rest of the
  letter
• Block looks more modern and clean

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Correspondence Matrix
 Type Internal or External Power levels Formality Ideal Length Subject line Signed
Memo Internal rarely external (usually clients) All moderate 1 page (try to keep under 4 pages) Yes Initialed at top, nothing at bottom
Email Both All Informal (depends on situation) lt 1 page Yes Name provided but no signature
Letter Both, more likely external Usually above or outside Formal Longer, but 1 page ideal Not usually Yes in ink
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And thats all for now folks

• Have fun corresponding!