Business Business CorrespondenceCorrespondence

SPI 0601.3.12 Select the most appropriate format for writing a specific work-related text(i.e., instructions, directions, letters, memos, e-mails, reports).

Types of Business Types of Business CorrespondenceCorrespondence

When you become employed you will When you become employed you will need to determine which type of need to determine which type of communication you should use in communication you should use in different situations.different situations.

Examples:Examples: When is writing a memo appropriate?When is writing a memo appropriate? Should I write a formal letter?Should I write a formal letter? Are instructions necessary?Are instructions necessary? Is an e-mail proper?Is an e-mail proper?

InstructionsInstructions a message describing how something a message describing how something

is to be done is to be done Think of these as orders, commands, Think of these as orders, commands,

advice, or directives.advice, or directives.

InstructionsInstructions

Instructions lists steps for doing an Instructions lists steps for doing an activity or completing a task.activity or completing a task.

Instructions may be sent to co-Instructions may be sent to co-workers when you must be out of the workers when you must be out of the office for an appointment or vacation office for an appointment or vacation outlining the tasks your job involves.outlining the tasks your job involves.

Tutorial on Writing Clear Tutorial on Writing Clear How-To InstructionsHow-To Instructions

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DirectionsDirections

information, particularly as to how to information, particularly as to how to reach a destinationreach a destination

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LettersLetters Business letters are formal messages Business letters are formal messages

following specific formats. They may following specific formats. They may be addressed to a particular person be addressed to a particular person or organization. Most of the time or organization. Most of the time business letters are sent outside of business letters are sent outside of your company.your company.

MemosMemos A memo is a document sent within a A memo is a document sent within a

company. It is presented in short company. It is presented in short form, highlighting certain aspects.form, highlighting certain aspects.

E-mailE-mail An e-mail is a communication sent An e-mail is a communication sent

from one computer to another, from one computer to another, usually via a network. It is the least usually via a network. It is the least formal method of written formal method of written communication within a company.communication within a company.

So, when should I write So, when should I write

a business letter,a business letter,

a memo,a memo,

or an email?or an email?

Business LettersBusiness Letters

most formalmost formal usually sent to someone from a different usually sent to someone from a different

company than yours, or a different company than yours, or a different school, etc.school, etc.

MemosMemos

less formal than letters, yet more formal less formal than letters, yet more formal than e-mailsthan e-mails

often filed as business correspondenceoften filed as business correspondence use short sentences, less formal use short sentences, less formal

language, and bullet points to convey language, and bullet points to convey important informationimportant information

contain a header that tells who it is contain a header that tells who it is from, who it is to, the date, and the from, who it is to, the date, and the subject. subject.

E-mailsE-mails

less formal - written in a conversational less formal - written in a conversational stylestyle

sent to your work colleagues or fellow sent to your work colleagues or fellow students/professors from the same students/professors from the same schoolschool

Tutorial on Creating a MemoTutorial on Creating a Memo

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ReportsReports

a written document describing the a written document describing the findings, results, or conclusions of findings, results, or conclusions of some individual or group some individual or group

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