Letters, Memos, and E-mail

Bea Bianca L, Rabeje

Lance Hendrick Savilla
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LETTERS
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MEMO
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EMAIL
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SIGNATURE
Letters
Letters are brief messages sent to recipients that are often outside the
organization. They are often printed on letterhead paper that represents
the business or organization, and are generally limited to one or two
pages. While email and text messages may be used more frequently
today, the business letter remains a common form of written
communication. It can serve to introduce you to a potential employer,
announce a product or service, or even serve to communicate feelings
and emotions (compliant letters, for example).
A typical letter has 7 main parts:
Letterhead/logo: Sender’s name and return address
The heading: names the recipient, often including address and date
Salutation: “Dear ______ ” use the recipient’s name, if known.
The introduction: establishes the overall purpose of the letter
The body: articulates the details of the message
The conclusion: restates the main point and may include a call to
action
The signature line: sometimes includes the contact information
Keep in mind that letters represent you and your company in your absence. In order to
communicate effectively and project a positive image, remember that

• your language should be clear, concise, specific, and respectful

• each word should contribute to your purpose
• each paragraph should focus on one idea
• the parts of the letter should form a complete message
• the letter should be free of errors.
Letters with Specific Purposes
There are many possible reasons you might write a letter in a professional context. Here is a list
of the most common kinds of letters:

Transmittal Letters: when you send a report or some other document, such as a resumé, to an
external audience, send it with a cover letter that briefly explains the purpose of the enclosed
document and a brief summary.
Letters of Inquiry: you may want to request information about a company or organization such
as whether they anticipate job openings in the near future or whether they fund grant proposals
from non-profit groups. In this case, you would send a letter of inquiry, asking for additional
information. As with most business letters, keep your request brief, introducing yourself in the
opening paragraph and then clearly stating your purpose and/or request in the second paragraph. If
you need very specific information, consider placing your requests in list form for clarity.
Conclude in a friendly way that shows appreciation for the help you will receive.
Letters with Specific Purposes
Follow-up Letters: any time you have made a request of someone,
write a follow-up letter expressing your appreciation for the time your
letter-recipient has taken to respond to your needs or consider your job
application. If you have had a job interview, the follow-up letter
thanking the interviewer for his/her time is especially important for
demonstrating your professionalism and attention to detail.
Memo
Memoranda, or memos, are one of the most versatile document forms
used in professional settings.  Memos are “in house” documents (sent
within an organization) to pass along or request information, outline
policies, present short reports, and propose ideas. While they are often
used to inform, they can also be persuasive documents. A company or
institution typically has its own “in house” style or template that is used
for documents such as letters and memos.
Memo Header Block
The Header Block appears at the top left side of your memo, directly underneath
the word MEMO or MEMORANDUM in large, bold, capitalized letters. This
section contains detailed information on the recipient, sender, and purpose. It
includes the following lines:
TO:        give the recipient’s full name, and position or title within the organization
FROM:  include the sender’s (your) full name and position or title
DATE:   include the full date on which you sent the memo
SUBJECT or RE:  write a brief phrase that concisely describes the main content
of your memo.
Place a horizontal line under your header block, and place your message below.
Memo Message
The length of a memo can range from a few short sentences to a multi-page report that includes
figures, tables, and appendices.  Whatever the length, there is a straightforward organizational
principal you should follow. Organize the content of your memo so that it answers the
following questions for the reader:
• Opening:  Why am I reading this?
• Details:  What do I need to know?
• Closing:  What am I expected to do now?
Memos are generally very direct and concise. There is no need to start with general
introductions before getting to your point. Your readers are colleagues within the same
organization, and are likely familiar with the context in which you are writing. The opening
sentences of the memo’s message should make it clear to the reader whether they have to read
this entire memo and why (if the memo is informing me about an elevator that’s out of service
in a building I never enter, then I don’t really have to read any further).
Memo Message
The middle section of the message should give all of the information
needed to adequately inform the readers and fulfill the purpose of the
memo. Start with the most general information, and then add the more
specific facts and details. Make sure there is enough detail to support
your purpose, but don’t overwhelm your readers with unnecessary
details or information that is already well known to them.
The final part of the message indicates what, if any, action is required or
requested of the readers. If you are asking your readers to do something,
be as courteous as possible, and try to indicate how this action will also
benefit them.
Electronic mail
Email is familiar to most students and workers. In business, it has largely replaced
print hard copy letters for external (outside the company) correspondence, and in
many cases, it has taken the place of memos for internal (within the company)
communication.

Email can be very useful for messages that have slightly more content than a text
message, but it is still best used for fairly brief messages. Many businesses use
automated emails to acknowledge communications from the public, or to remind
associates that periodic reports or payments are due. You may also be assigned to
“populate” a form email in which standard paragraphs are used but you choose
from a menu of sentences to make the wording suitable for a particular transaction.
Electronic mail
Emails may be informal in personal contexts, but business communication requires
attention to detail, awareness that your email reflects you and your company, and a
professional tone so that it may be forwarded to any third party if needed. Email
often serves to exchange information within organizations. Although email may
have an informal feel, remember that when used for business, it needs to convey
professionalism and respect. Never write or send anything that you wouldn’t want
read in public or in front of your company president.
As with all writing, professional communications require attention to the specific
writing context, and it may surprise you that even elements of form can indicate a
writer’s strong understanding of audience and purpose. The principles explained
here apply to the educational context as well; use them when communicating with
your instructors and classroom peers.