Written Communication: Memos, Agendas, Notices, Bulletins

Written communication is a form of verbal communication that includes letters, memoranda, agendas and notice of meetings.

Memoranda

Memos are used in business as a means of  internal communication. They can be typed or handwritten, formal or informal. Memos do not have a salutation or complimentary close, but they usually have a:

• sender (usually signs/initials)
• address
• date
• reference
• subject heading

                        

                 Notices & Bulletins                         

Agendas & Notice of Meetings

Parts of a Letter

Part 2

11 Parts of a Letter

• Letterhead: Organisation's address, telephone/fax numbers, email address

• Reference: This may be either: a) File or account number  b) The writer's initial followed by those of the typist  c) Name of Department, followed by typist's initials (ACCOUNTS/ra) 

• Date: written below the letterhead (usually day, month (in words) and full year

• Recipient's Name & Address: include title (Manager, Dr, Professor, Senator). When writing a partnership you should use Messrs.

• Attention line: If you want a particular person in a department to deal with a particular matter you can direct the correspondence to the person by typing the phrase 'Attention Mr.....' or 'For the attention of......' This is usually typed below the recipient's address.

• Salutation: begins 'Dear Mrs...'

• Subject heading: typed below the salutation; states the subject of the letter; helps when the letter is opened and being filed.

• Body of the Letter: paragraphs in the letter, typed in a single line spacing with an extra line between paragraphs. Paragraphs are not indented.

• Complimentary Close: closing remarks of the letter: Yours sincerely (to a named person), truly, faithfully (if the letter begins with 'Dear Sir'

• Signature: at least 5 line spaces are left after the complimentary close for the writer's signature.

• Enclosure: for additional materials like photographs, reports, and catalogues to be enclosed. Type 'Enc' or 'Encs' 2 or 3 lines after the signature.

TYPES OF LETTERS

                 1) Job application letter     2) Resignation letter      3) Follow-up  etc.