Writing for Business MOOC
Business Communication for Career Readiness
High Impact Business Writing Module 3
with Sue Robins, M.S.
Lesson 2: Letters & Memos Learning Objectives
• Know the basic structure of a formal business letter
Lesson 2: Letters & Memos Learning Objectives
• Know the basic structure of a formal business letter • Use tips for writing effective and professional business letters
Lesson 2: Letters & Memos Learning Objectives
• Know the basic structure of a formal business letter • Use tips for writing effective and professional business letters • Identify common errors in business letters
Lesson 2: Letters & Memos Learning Objectives
• Know the basic structure of a formal business letter • Use tips for writing effective and professional business letters • Identify common errors in business letters • Know guidelines for creating a memo
Basic Structure • • • • • • •
Sender’s full name and address Addressee’s full name and address Date the letter is sent Formal Salutation A Subject Heading Letter Body Formal Closing Name and Signature of the Sender
• • • • • • •
Remember purpose Be positive Personalize Spelling and grammar Be personable Avoid biz-speak Don’t write in anger
Activity Correct the errors in this business letter. Rocky Balboa Art Museum Heights 2600 Benjamin Franklin Parkway. Philadelphia, PA 11111 Ms. Adrian Bloomfield Shipping Supervisor Perpetual Motion ‘R Us Springfield, IL 00000
January 3, 2015
Yo Adrianne, Re: Widgets for the Perpetual Motion Machine Five out of the last three most recent deliveries contained the wrong size of widgets. In light of the fact that our necks are on the line, we are requesting prompt delivery of replacement widgets. We messed up big time and ordered size 23 instead of Size 2300 because we were celebrating late the night before and someone sat on the “0” on the computer. Could you be a dear and shoot them over here posthaste, we’ll pay for it. Please call me when you recieve this letter and let me know whether the proper widgets can be delivered on time. Back at ya’ babe, Rocky Balboa
Rocky Balboa Art Museum Heights 2600 Benjamin Franklin Parkway. Philadelphia, PA 11111 Ms. Adrianne Bloomfield Shipping Supervisor Perpetual Motion ‘R Us Springfield, IL 00000 Proofing error – five out of three vs. three out of five.
January 3, 2015
The former was far too informal, the use of Adrianne is informal, a more formal
Dear Adrianne,
“necks on the line” is too informal, this is more appropriate
Re: Widgets for the Perpetual Motion Machine
Three out of the last five most recent deliveries contained the wrong size of widgets. Due to other contractual obligations, we are requesting prompt delivery of replacement widgets. We realize that our order, Invoice 9966, listed Size 2300 widgets, when we should have ordered Size 23. We apologize for the mistake and will pay all expedited freight, shipping, and restocking charges for the delivery of a quantity of 3, Size 23 widgets by January 7, 2015. Please call me when you receive this letter and let me know whether the proper widgets can be delivered on time. Sincerely yours, Rocky Balboa
Receive was spelled incorrectly as “receive”
The prior ending was too informal, this is more appropriate
“will you be a dear…we’ll pay for it” is too familiar and informal
“…celebrating the night before….Sat on the keys” is inapproporiate and unnecessary
Memo Guidelines • Have a short, clear title • Clear statement of problem, change, opportunity, recommendations and drawbacks • Be brief • Include accurate numerical estimates • Include date and follow up information
New Policy Memo Should include… • Reasons for the change • Explanation of affect on everyone • Advantages • Disadvantages • Effective Date • Context
High Impact Business Writing Module 3
with Sue Robins, M.S.
Lesson 2: Letters & Memos Learning Objectives
• Know the basic structure of a formal business letter
Lesson 2: Letters & Memos Learning Objectives
• Know the basic structure of a formal business letter • Use tips for writing effective and professional business letters
Lesson 2: Letters & Memos Learning Objectives
• Know the basic structure of a formal business letter • Use tips for writing effective and professional business letters • Identify common errors in business letters
Lesson 2: Letters & Memos Learning Objectives
• Know the basic structure of a formal business letter • Use tips for writing effective and professional business letters • Identify common errors in business letters • Know guidelines for creating a memo
Basic Structure • • • • • • •
Sender’s full name and address Addressee’s full name and address Date the letter is sent Formal Salutation A Subject Heading Letter Body Formal Closing Name and Signature of the Sender
• • • • • • •
Remember purpose Be positive Personalize Spelling and grammar Be personable Avoid biz-speak Don’t write in anger
Activity Correct the errors in this business letter. Rocky Balboa Art Museum Heights 2600 Benjamin Franklin Parkway. Philadelphia, PA 11111 Ms. Adrian Bloomfield Shipping Supervisor Perpetual Motion ‘R Us Springfield, IL 00000
January 3, 2015
Yo Adrianne, Re: Widgets for the Perpetual Motion Machine Five out of the last three most recent deliveries contained the wrong size of widgets. In light of the fact that our necks are on the line, we are requesting prompt delivery of replacement widgets. We messed up big time and ordered size 23 instead of Size 2300 because we were celebrating late the night before and someone sat on the “0” on the computer. Could you be a dear and shoot them over here posthaste, we’ll pay for it. Please call me when you recieve this letter and let me know whether the proper widgets can be delivered on time. Back at ya’ babe, Rocky Balboa
Rocky Balboa Art Museum Heights 2600 Benjamin Franklin Parkway. Philadelphia, PA 11111 Ms. Adrianne Bloomfield Shipping Supervisor Perpetual Motion ‘R Us Springfield, IL 00000 Proofing error – five out of three vs. three out of five.
January 3, 2015
The former was far too informal, the use of Adrianne is informal, a more formal
Dear Adrianne,
“necks on the line” is too informal, this is more appropriate
Re: Widgets for the Perpetual Motion Machine
Three out of the last five most recent deliveries contained the wrong size of widgets. Due to other contractual obligations, we are requesting prompt delivery of replacement widgets. We realize that our order, Invoice 9966, listed Size 2300 widgets, when we should have ordered Size 23. We apologize for the mistake and will pay all expedited freight, shipping, and restocking charges for the delivery of a quantity of 3, Size 23 widgets by January 7, 2015. Please call me when you receive this letter and let me know whether the proper widgets can be delivered on time. Sincerely yours, Rocky Balboa
Receive was spelled incorrectly as “receive”
The prior ending was too informal, this is more appropriate
“will you be a dear…we’ll pay for it” is too familiar and informal
“…celebrating the night before….Sat on the keys” is inapproporiate and unnecessary
Memo Guidelines • Have a short, clear title • Clear statement of problem, change, opportunity, recommendations and drawbacks • Be brief • Include accurate numerical estimates • Include date and follow up information
New Policy Memo Should include… • Reasons for the change • Explanation of affect on everyone • Advantages • Disadvantages • Effective Date • Context
