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11 Business Letter Nominchimeg

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Memo

Memos and letters are the two most common types of business communication. Memos resemble letters in that they communicate information and are commonly used in the world of business writing. However, memos differ from letters in several important ways:

• Memos are almost always used within an organization
• Memos are usually unceremonious in style
• Memos are normally used for non-sensitive communication (communication to which the reader will not have an emotional reaction)
• Memos are short and to-the-point
• Memos have a direct style
• Memos do not have a salutation
• Memos do not have a complimentary closing
• Memos have a specific format that is very different from a business letter

Memo Format:
Memorandum

Date:

To:

From:

Subject:

________________________________________Text of the memo



General Information About Memos:

Memos usually have one-inch margins on all four sides, and the writer's initials always appear next to the name at the top of the memo.
The top line of a memo usually says "Memo" or "Memorandum." The company logo or letterhead frequently goes above this. Some companies omit the words memo or memorandum, although this is not the norm.
Below the word "Memo" or "Memorandum" is the date, the name of the person or persons to whom the memo is sent, the name of the writer or sender (with the writer's initials written-in by hand), followed by a very short description of the memo's topic. Sometimes the order of these four items is altered; however, they are always present. These four items are double-spaced and a solid line is frequently drawn below them, separating them from the memo's message.
Below the line is the memo's message area. The text in this area is single-spaced.
There are two ways to format the text of a memo: block format and modified block format. Block format begins every paragraph flush with the left margin and leaves an empty line of space between each paragraph. Modified block format indents each paragraph and does not leave an empty line of space between each paragraph. Do not mix block and modified block formats.
Parts of a Memo

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:

TO: (readers' names and job titles)
FROM: (your name and job title)
DATE: (complete and current date)
SUBJECT: (what the memo is about, highlighted in some way)
Opening Segment

The purpose of a memo is usually found in the opening paragraphs and is presented in three parts: the context and problem, the specific assignment or task, and the purpose of the memo.

1. The context is the event, circumstance, or background of the problem you are solving. You may use a paragraph to establish the background and state the problem or simply the opening of a sentence, such as, "In our effort to reduce rat parts in our product...." Include only what your reader needs, but be sure it is clear.

2. In the task statement 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, "You asked that I look at...." If you want to explain your intentions, you might say, "To determine the best method of controlling the percentage of rat extremities, I will...."

3. Finally, the purpose statement of a memo gives your reason for writing it and forecasts what is in the rest of the memo. This is not the time to be shy. You want to come right out and tell your reader the kind of information that's in store. For example, you might say: "This memo presents a description of the current situation, some proposed alternatives, and my recommendations." If you plan to use headings for your memo segments, you can refer to your major headings in this forecast statement to provide a better guide for your reader.
Summary Segment

If your memo is longer than a page, you may want to include a separate summary segment. This segment provides a brief statement of the key recommendations you have reached. These will help your reader understand the key points of the memo immediately. This segment may also include references to methods and sources you have used in your research, but remember to keep it brief.

You can help your reader understand your memo better by using headings for the summary and the discussion segments that follow it. Try to write headings that are short but that clarify the content of the segment. For example, instead of using "Summary" for your heading, try "New Rat-Part Elimination System," which is much more specific. The major headings you choose here are the ones that will appear in your purpose-statement forecast.
Discussion Segments

The discussion segments are the parts in which you get to include all the juicy details that support your ideas. Keep these two things in mind:

1. Begin with the information that is most important. This may mean that you will start with key findings or recommendations.
2. Here you want to think of an inverted pyramid. Start with your most general information and move to your specific or supporting facts. (Be sure to use the same format when including details: strongest--->weakest.)

Closing Segment

Now you're almost done. After the reader has absorbed all of your information, you want to close with a courteous ending that states what action you want your reader to take. Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier. For example, you might say, "I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any decisions you make."
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. Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing, like this:

Attached: Several Complaints about Product, January - June 1997

Good luck on your memo.

Parts of a report

Cover Sheet This should contain some or all of the following: full title of the report; your name; the name of the unit of which the project is a part; the name of the institution; the date.

Title Page Full title of the report. Your name.

Acknowledgements A thank you to the people who helped you.

Contents or Table of Contents

Headings and subheadings used in the report with their page numbers. Remember that each new chapter should begin on a new page.

Use a consistent system in dividing the report into parts. The simplest may be to use chapters for each major part and subdivide these into sections and subsections. 1, 2, 3, etc, can be used as the numbers for each chapter. The sections for chapter 3 (for example) would be 3.1, 3.2, 3.3, and so on. For a further subdivision of a subsection you can use 3.2.1, 3.2.2, and so on.

There are no hard and fast rules about the structure. Compare what follows with his example of a "standard format", and see if you can understand the principals.

1. Theoretical overview (incorporating any necessary literature review)
2. Outline of your methodology
3. Analysis and presentation of your findings
4. Discussion (or summary) and conclusions


Abstract or Summary or Executive Summary or Introduction
This is the overview of the whole report. It should let the reader see, in advance, what is in it. This includes what you set out to do, how reviewing literature focused and narrowed your research, the relation of the methodology you chose to your aims, a summary of your findings and of your analysis of the findings.


BODY

Aims and Purpose or Aims and Objectives

Why did you do the work? What was the problem you were investigating? If you are not including a literature review, mention here the other research which is relevant to your work.

Literature Review: This should help to put your research into a background context and to explain its importance. Include only the books and articles which relate directly to your topic. Remember that you need to be analytical and critical and not just describe the works that you have read.

Methodology

Methodology deals with the methods and principles used in an activity, in this case research. In the methodology chapter you explain the method/s you used for the research and why you thought they were the appropriate ones. You may, for example, be doing mostly documentary research or you may have collected you own data. You should explain the methods of data collection, materials used, subjects interviewed, or places you visited. Give a detailed account of how and when you carried out your research and explain why you used the particular methods which you did use, rather than other methods. Included in this discussion should be an examination of ethical issues.

Results or Findings

What did you find out? Give a clear presentation of your results. Show the essential data and calculations here. You may want to use tables, graphs and figures.

Analysis and Discussion

Interpret your results. What do you make of them? How do they compare with those of others who have done research in this area? The accuracy of your measurements/results should be discussed and any deficiencies in the research design should be mentioned.

Conclusions What do you conclude? You should summarize briefly the main conclusions which you discussed under "Results." Were you able to answer some or all of the questions which you raised in your aims? Do not be tempted to draw conclusions which are not backed up by your evidence. Note any deviation from expected results and any failure to achieve all that you had hoped.

Recommendations Make your recommendations, if required. Positive or negative suggestions for either action or further research.

Appendix You may not need an appendix, or you may need several. If you have used questionnaires, it is usual to include a blank copy in the appendix. You could include data or calculations, not used in the body, that are necessary, or useful, to get the full benefit from your report. There may be maps, drawings, photographs or plans that you want to include. If you have used special equipment, you may want to include information about it.

The plural of an appendix is two or more appendices or appendixes. If an appendix or appendices are needed, design them thoughtfully in a way that your readers will find convenient to use.

Bibliography List all the sources to which you refer in the body of the report. These will be referenced in the body of the text using the Harvard method.

You may also list all the relevant sources you consulted even if you did not quote them.

A more confusing method is sometimes asked for in which you provide two lists of sources, one labelled "References" and the other "Bibliography". If you can avoid doing this, do so.

A fax

A fax (short for facsimile and sometimes called telecopying) is the telephonic transmission of scanned-in printed material (text or images), usually to a telephone number associated with a printer or other output device. The original document is scanned with a fax machine, which treats the contents (text or images) as a single fixed graphic image, converting it into a bitmap. In this digital form, the information is transmitted as electrical signals through the telephone system. The receiving fax machine reconverts the coded image and prints a paper copy of the document.

E-mail

E-mail, short for electronic mail and often abbreviated to e-mail, email or simply mail, is a store and forward method of composing, sending, receiving and storing messages over electronic communication systems. The term "e-mail" (as a noun or verb) applies both to the Internet e-mail system based on the Simple Mail Transfer Protocol (SMTP) and to X.400 systems, and to intranet systems allowing users within one organization to e-mail each other. Intranets may use the Internet protocols or X.400 protocols for internal e-mail service supporting workgroup collaboration. E-mail is often used to deliver bulk unsolicited messages, or "spam", but filter programs exist which can automatically delete some or most of these, depending on the situation.

Connecting ideas between sentences or paragraphs (transition words)

http://www.youtube.com/watch?v=JQpbZzjBqCs&feature=related

Transitional expressions can be used to connect ideas between sentences or paragraphs. Different categories or transition words and phrases are presented below. Words in the same categories are not always interchangeable.

You can use the following words as signals that additional information will follow

additionally, also , and , and then , as well, as well as , besides, besides that , equally important
finally, first, second, third, etc. following this further , further , furthermore , in addition,
indeed, in fact, last, lastly, likewise, moreover, not only …,but also… not to mention , or,
then, too, too, what is more

You can use the following words as signals that specific examples will be given:

especially, for example, an example, for instance, in this case, in another case
in this situation, including, namely, notably, on this occasion, particularly, in particular
specifically, take the case of , to demonstrate, to illustrate, as an illustration,

You can use the following words as signals to clarify information that has been presented:

I mean, in other words, in this case, that is to say, to put it another way, under certain circumstances, up to a point,

You can use the following words as signals to emphasize information that has been presented or will presented :

above all, absolutely, always, as a matter of fact, besides, certainly, definitely,
emphatically, even more, extremely, forever, in any case, in any event, indeed
in fact, more importantly, naturally, never, obviously, surprisingly, that is, undeniably,
undoubtedly, unquestionably, without a doubt, without reservation,

You can use the following words as signals that a cause-and-effect relationship will be presented :

accordingly, as, as a result, because, because of, being that, consequently, as a consequence,
due to (the fact that ), owing to (the fact that ), seeing that, since, so, so much (so) that, for
for the simple reason that, for this reason, hence, in as much as, in that,
in view of (the fact that), so that, therefore, thus

You can use the following words as signals that the information already presented will be compared or contrasted with new information:

after all, although, although this is true, at the same time, balanced against, but,
compared to/with, in comparison, by comparison, conversely, for all that,
however, in contrast, in the same manner/ way, likewise, meanwhile,

nevertheless, nonetheless, none with standing, on the contrary, on the other hand,
similarly, still, when in fact, where, where as, while this is true, yet, yet

You can use the following words as signals of a time relationship:

after, after a while, afterwards, as soon as, at first, at last, at the same time, before, before long, before this, currently, during, eventually , finally , first of all, first, seconf, third, etc.
formerly, immediately, immediately before, immediately following,
in the end, initially , in the first place, in the future, in the meantime,
last, last but not least, lastly, later, meanwhile, next, previously, simultaneously,
soon, soon after, subsequently, then, and then, thereafter,

You can use the following words as signs for introducing disagreement or conflict:
Making a concession or compromise about a point:

admittedly, albeit, although, at least, be that as it may, but even so, even though,
given that, granted that, granting that, however, I admit that, In any event,
In either event, In the event that, naturally, nevertheless,
nonetheless, notwithstanding, still, though, yet

Dismissing a previous statement or argument:

All the same, besides, either way, even if, in any case, in any event, in either case,
in either event, in the event that, it may appear that, rather, regardless,
whatever happens, whichever,

Pointing out a contradiction:

but, by way of contrast, conversely, despite, however, in contrast, in spite of,
instead, when in fact, whereas,

Indicating reservations:

indeed, nevertheless, nonetheless, notwithstanding, regardless,

Indicting digession too a previous point or resuming after a digression or interruption:

anyway, as I was saying, at any rate, by the way, incidentally, to change the topic,
to get back to the point, to return to the subject,

Pointing out conditions:

although, as/so long as, if, on (the) condition (that), only if, provided that,
providing that, unless,

You can use the following words as signals that a summary or conclusion will be presented:

accordingly, all in all, all together, as a result, as I have said, as I started,
as I have shown, as indicated above/earlier, as mentioned, as I mentioned,
as noted earlier, as has been noted, as I have noted, briefly, in brief, to put it briefly,
by and large, consequently, finally, given these facts, hence, in conclusion, to conclude,
in short, on the whole, overall, since, so, summing up, in summary, to summarize,
then, therefore, thus,

Business letter

http://www.ego4u.com/en/business-english/communication/business-letter

Business Letters

A business letter is more formal than a personal letter. It should have a margin of at least one inch on all four edges. It is always written on 8½"x11" (or metric equivalent) unlined stationery. There are six parts to a business letter.

1. The Heading. This contains the return address (usually two or three lines) with the date on the last line.

Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar.

Often a line is skipped between the address and date. That should always be done if the heading is next to the left margin. (See Business Letter Styles.)

It is not necessary to type the return address if you are using stationery with the return address already imprinted. Always include the date.

2. The Inside Address. This is the address you are sending your letter to. Make it as complete as possible. Include titles and names if you know them.

This is always on the left margin. If an 8½" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.

An inside address also helps the recipient route the letter properly and can help should the envelope be damaged and the address become unreadable.

Skip a line after the heading before the inside address. Skip another line after the inside address before the greeting.

3. The Greeting. Also called the salutation. The greeting in a business letter is always formal. It normally begins with the word "Dear" and always includes the person's last name.

It normally has a title. Use a first name only if the title is unclear--for example, you are writing to someone named "Leslie," but do not know whether the person is male or female. For more on the form of titles, see Titles with Names.

The greeting in a business letter always ends in a colon. (You know you are in trouble if you get a letter from a boyfriend or girlfriend and the greeting ends in a colon--it is not going to be friendly.)

4. The Body. The body is written as text. A business letter is never hand written. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.

Skip a line between the greeting and the body. Skip a line between the body and the close.

5. The Complimentary Close. This short, polite closing ends with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does.

The block style is becoming more widely used because there is no indenting to bother with in the whole letter.

6. The Signature Line. Skip two lines (unless you have unusually wide or narrow lines) and type out the name to be signed. This customarily includes a middle initial, but does not have to. Women may indicate how they wish to be addressed by placing Miss, Mrs., Ms. or similar title in parentheses before their name.

The signature line may include a second line for a title, if appropriate. The term "By direction" in the second line means that a superior is authorizing the signer.

The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.

Business letters should not contain postscripts.

Some organizations and companies may have formats that vary slightly.

Example form

4 blank lines from top of page

(Heading )
skip line

(Inside Address/address to recipient)
_____________________________
_____________________________
1 blank line
Dear Sir or Madam: (Salutation or Greeting)
1 blank line(Body)
Please send me any information that is available on the events in (City name) during the month of June. My mother, father, brother, and I plan to visit the area and will also need a list of accommodations and restaurants. Sometimes we camp if there is a nearby campground. Please supply this information, also. Directions to places and maps of the area would be helpful.
1 blank line
Do you have a web site where I might learn more about your city?
1 blank line
I will appreciate any pamphlets or information sheets that you could send me along with the activities, accommodations, and their directions to help us plan a fun and meaningful vacation.
1 blank line
Very truly yours, (Closing)

3 blank lines for your handwritten (Signature)

(Your Name)