Styles of Business letters
When writing business letters, you must pay special attention to the How to find Administrative jobs in Ethiopia format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.
- Modified Block
Another widely utilized format is known as modified block format. In this type, the body of the letter is left justified and single-spaced. However, for the date and closing, tab to the center point and begin to type.
The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.
Keep in mind that different organizations have different format requirements for their professional communication.
Another important factor in the readability of a letter is the font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts.
Punctuation after the salutation and closing – use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. In some circumstances, you may also use a less common format, known as open punctuation. For this style, punctuation is excluded after the salutation and the closing.
Memos are the documents most often exchanged among people within organizations. However, sometimes you may be sending memos to individuals in other branches of your company.
People within organizations primarily and regularly communicate by writing memos. Memos let others in the company know what they are doing to keep the business running smoothly. As with letters, people use memos for three communication purposes:
- To inform others: You will use memos to inform people, to inform about meetings, to report the status of various projects in which you and others are involved, to inform about company policies and procedures, and to inform about personal matters.
- To deliver bad news: For example, you may need to notify an employee of a transfer to another department, deny an employee a promotion, or dismiss an employee.
- To persuade other: You may write memos to persuade some one;
- To implement an idea you have
- To follow company policy
- To use supplies more efficiently
- To change undesired behaviors
- To purchase equipment
- To change the way the company is operating or doing business.
Formats of memos
Memos have different layouts, and different companies have there own styles and sometimes-specific forms. Most memos include the following elements:
The word memorandum or memo is usually centered at the top of page or placed at the left margin.
- ”To” and ”From” lines
The memo always included lined using the words to and from to quickly show that the addressee and sender are. Titled are not used, as the parties usually know one another and because this in-house communication is not formal,
Dates are important for filing and tracking chronology.
- Subject line
This concisely summarizes the contents of the memo.
Style and tone of letters / memos are governed by the relationship between the writer & the reader. The options range from forceful to passive, from personal to impersonal, and from colorful to bland.
Memo’s format is different from that of letters. The body of a memo, especially a longer one, often includes headings and lists to call attention to important points and make the information convenient to readers.
Introduction and transitions may be given less attention in a memo than in a letter, because the writer and reader share a common frame of reference.