Organizing and Drafting Letters and Memos

Organizing and Drafting Letters and Memos : 

Organizing and Drafting Letters and Memos

Main Points to Learn : 

Main Points to Learn How to Plan, Organize Letters & Memos Common Patterns for Letters and Memos

Organizing and Drafting Letters and Memos : 

Organizing and Drafting Letters and Memos Memos and letters in a professional work place should be written professionally and efficiently. For example, when you have to write an email to your boss you have to use an etiquette format in your message. Time is money is a very common phrase in the work field Efficiency is a must in the work place. It will save time to write if we learn patterns that are repetitive in a memo or letter. For instance, when we write introductions and conclusions in memos and letters are very similar to each other. In reality the most important thing is the body content.

Introduction with a purpose and a Main Point : 

Introduction with a purpose and a Main Point Three main points in letters and Memos Subject, purpose, and main point. Two additional main points depending on message Background information stressing the importance of the subject.

Subject : 

Subject Subject: the subject in a memo or letter should be stated in the beginning of the document. It could be in the first or second sentence. It should be clear and simple to your readers. Do not assume that they already know what you are trying to say. Two good examples that are written in the book is: Recently, the Watson Project has been a source of much concern for our company. This memo discusses the equipment thefts that have occurred in our office over the last months

Purpose : 

Purpose Preferably, your purpose also as like the subject should be stated in the first or second sentence. Two examples: Now that we have reached stage two of the oakbrook project, I would like to refine the responsibilities of each team member. The purpose of this letter is to inform you about new transportation policies for low level nuclear ways sent to the WIPP Storage Facility in New Mexico.

Main Point : 

Main Point Main point is that you should be able to catch the attention of the readers giving them the message of what you want them to do. Your readers wants to know the main point of your document. Some readers just skip the extra information and want to know just the subject. As a result, you should be sure that your main point should be placed up front. Two examples: We request the hiring of three new physician’s assistant to help us with the recent increases in emergency room patients. Put bluntly, our subcontractors must meet ISO-9001 quality standards. It is our job to make sure that they comply.

Background information : 

Background information Background information is part of the additional moves, basically it means that when you give background information or makes a personal connection to readers. Two examples: Our staff meeting on June 28 was very productive, and I hope that we all came all away with a better understanding of the project in this memo. When you and I meet at the NEPSCORE Connection last October, our company was not ready to provide specifics about our new ceramic circuits broads. Now we are ready…..

Importance of the Subject : 

Importance of the Subject In some cases you want your introduction to stress the importance of the subject. The importance of the subject should be persuasive to a certain degree. For example: This seems like a great opportunity to expand our network into the Indianapolis market. We may not seem this opportunity again.

The Body Content in Memos and Letters : 

The Body Content in Memos and Letters The body is the largest part of your memo and letter. It will provide to your readers information that they need to know to make a decision or to take an action. It will take one or more paragraphs. Build a map ( brain storm) if you are struggling to organize the information that you will write about. Provide only need-to-know information for the reason that letters and memos are short. Include any facts, examples, data, reasoning that will help to support your argument.

How to build the Conclusion in Memos and Letters : 

How to build the Conclusion in Memos and Letters Conclusions to the readers should have these following points: Thank the readers tell the readers that you appreciate their attention to your message Restate the main point Remain the readers of the action you will like them to take for example: Time is short, so you will need your final report in our office by Friday. September 15, at 5:00 pm. Look to the future Try to end you letters and memos by looking forward in some way. When this project is completed, we will have taken the first revolutionary step toward changing our approach to manufacturing.

Types of Letters and Memos : 

Types of Letters and Memos Common patterns of letters and memos Inquiry Response Transmittal Claim Adjustment Refusal

Inquiry and Response Letters : 

Inquiry and Response Letters Inquiry letters: these letters are to obtain information specially answer to questions about important and subtle matters. A guide to write an inquiry: Clearly identify your subject and purpose State your questions clear No more than 5 questions or less Offer something in return if possible Thanks readers in advance Provide contact information Response letters: they have the function to answer an inquiry. Details depend of each question. A guide to write a response letter: Thank the writer for the inquiry Clearly state the subject of the document Answer any question point by point Provide more information if it exist Provide contact information

Letter of inquiry : 

Letter of inquiry

Response Letter : 

Response Letter

Transmittal Letters : 

Transmittal Letters Its purpose is to explain the reason the enclosed materials are being sent. These letters are used when we sent materials or letters through mail. They also are know as “cover letters” or “cover memos” Transmittal memos should do in the following direction: Identify the materials enclosed State the reason the materials are being sent Summarize the information being sent Clearly state any action Provide contact information

Memo of Transmittal : 

Memo of Transmittal

Claim and Adjustments Letters and Memos : 

Claim and Adjustments Letters and Memos Claim Letters and memos: the purpose of this letter is to explain a problem and ask for a solution. They are essentially a complaint. A guide to follow to write the letter: your subject should be clear and consise Explain the problem in detail Describe how the problem troubles you Give a possible solution to the problem Thank the reader for taking the time to read your letter Provide contact information Adjustments Letter: the purpose of this letter is to respond to the issue describe by the client, customer or coworker. It is a reply of a claim letter. Guide to follow when writing adjustments letter: Express regreate for the problem without directly taking blame State clearly your solution for the problem Tell the reader when should expect results Appreciate them for their business Provide contact information

Claim Letter : 

Claim Letter

Adjustment Letter : 

Adjustment Letter

Refusal Letters and Memos : 

Refusal Letters and Memos Refusal letter: the purpose of this letter is to deliver to the readers thing that they do not want to hear. It is also known as bad news letter. Here are some guidelines for writing a refusal: State your subject Summarize your understanding of the issue Deliver the bad news, explaining your reasoning Offer alternatives if applicable Express a desire to retain a relationship Offer contact information

Refusal Letter : 

Refusal Letter