How to Write a Business Memo

Example Memo
From: Management
To: Northwest Area Sales Staff
RE: New Monthly Reporting System

We’d like to quickly go over some of the changes in the new monthly sales reporting system that we discussed at Monday’s special meeting. First of all, we'd once again like to stress that this new system will save you a lot of time when reporting future sales. We understand that you have concerns about the amount of time that will be initially required for inputting your client data. Despite this initial effort, we are confident that you will all soon enjoy the benefits of this new system.
Here is a look at the procedure you will need to follow to complete your area's client list:

1. Log on to the company web site at http://www.picklesandmore.com
2. Enter your user ID and password. These will be issued next week.
3. Once you have logged on, click on "New Client".
4. Enter the appropriate client information.
5. Repeat steps 3 and 4 until you have entered all of your clients.
6. Once this information has been entered, select "Place Order".
7. Choose the client from the drop down list "Clients".
8. Choose the products from the drop down list "Products".
9. Choose the shipping specifications from the drop down list "Shipping".
10. Click on the "Process Order" button.

As you can see, once you have entered the appropriate client information, processing orders will require NO paperwork on your part.
Thank you all for your help in putting this new system into place.
Best regards,
Management

Important Points to Remember

• Use the following structure to begin a memo: MEMO
  From: (person or group sending the memo)
  To: (person or group to whom the memo is addressed)
  RE: (the subject of the memo, this should be in bold)
• The term "memorandum" can be used instead of "memo".
• A memo is generally is not as formal as a written letter. However, it is certainly not as informal as a personal letter.
• The tone of a memo is generally friendly as it is a communication between colleagues.
• Keep the memo concise and to the point.
• If necessary, introduce the reason for the memo with a short paragraph.
• Use bullet points to explain the most important steps in a process.
• Use a short thank you to finish the memo. This need not be as formal as in a written letter.

http://esl.about.com/od/businessenglishwriting/a/bizdocs_2.htm

How to Write a Business Report

Reports: Example Report

Terms of Reference
Margaret Anderson, Director of Personnel has requested this report on employee benefits satisfaction. The report was to be submitted to her by 28 June.
Procedure
A representative selection of 15% of all employees were interviewed in the period between April 1st and April 15th concerning:

1. Overall satisfaction with our current benefits package
2. Problems encountered when dealing with the personnel department
3. Suggestions for the improvement of communication policies
4. Problems encountered when dealing with our HMO

Findings

1. Employees were generally satisfied with the current benefits package.
2. Some problems were encountered when requesting vacation due to what is perceived as long approval waiting periods.
3. Older employees repeatedly had problems with HMO prescription drugs procedures.
4. Employees between the ages of 22 and 30 report few problems with HMO.
5. Most employees complain about the lack of dental insurance in our benefits package.
6. The most common suggestion for improvement was for the ability to process benefits requests online.

Conclusions

1. Older employees, those over 50, are having serious problems with our HMO's ability to provide prescription drugs.
2. Our benefits request system needs to be revised as most complaints concerning in-house processing.
3. Improvements need to take place in personnel department response time.
4. Information technology improvements should be considered as employees become more technologically savvy.

Recommendations

1. Meet with HMO representatives to discuss the serious nature of complaints concerning prescription drug benefits for older employees.
2. Give priority to vacation request response time as employees need faster approval in order to be able to plan their vacations.
3. Take no special actions for the benefits package of younger employees.
4. Discuss the possibility of adding an online benefits requests system to our company Intranet.

Important Points to Remember

• A report is divided into four areas:
  • Terms of Reference- This section gives background information on the reason for the report. It usually includes the person requesting the report.
  • Procedure- The procedure provides the exact steps taken and methods used for the report.
  • Findings- The findings point out discoveries made during the course of the report investigation.
  • Conclusions- The conclusions provide logical conclusions based on the findings.
  • Recommendations- The recommendations state actions that the writer of the report feels need to be taken based on the findings and conclusions.
• Reports should be concise and factual. Opinions are given in the "conclusions" section. However, these opinions should be based on facts presented in the "findings".
• Use simple tenses (usually the present simple) to express facts.
• Use the imperative form (Discuss the possibility ..., Give priority ..., etc.) in the "recommendations" section as these apply to the company as a whole

http://esl.about.com/od/businessenglishwriting/a/bizdocs.htm

How to Write a Business Email

Example 1: Formal
Hello,
I read on your web site that you offer Music CD copying for large quantities of CDs. I'd like to inquire about the procedures involved in these services. Are the files transferred online, or are the titles sent by CD to you by standard mail? How long does it usually take to produce approximately 500 copies? Are there any discounts on such a large quantity?
Thank you for taking the time to answer my questions. I look forward to your response.
Jack Finley
Sales Manager, Young Talent Inc.
(709) 567 - 3498
Example 2: Informal
At 16.22 01/07/2002 +0000, you wrote:
> I hear you're working on the Smith account. If you need any information don't hesitate to get in > contact with me.
Hi Tom,
Listen, we've been working on the Smith account and I was wondering if you could give me a hand? I need some inside information on recent developments over there. Do you think you could pass on any information you might have?
Thanks
Peter
Peter Thompsen
Account Manager, Tri-State Accounting
(698) 345 - 7843

Important Points to Remember

• Email is much less formal than a written letter. Emails are usually short and concise.
• If you are writing to someone you don't know, a simple "Hello" is adequate. Using a salutation such as "Dear Mr Smith," is too formal.
• When writing to someone you know well, feel free to write as if you are speaking to the person.
• Use abbreviated verb forms (He's, We're, He'd, etc.)
• Include a telephone number to the signature of the email. This will give the recipient the chance to telephone if necessary.
• It is not necessary to include your email address as the recipient can just reply to the email.
• When replying eliminate all the information that is not necessary. Only leave the sections of text that are related to your reply. This will save your reader time when reading your email.

http://esl.about.com/od/businessenglishwriting/a/bizdocs_3.htm

Formal Letter Structure

Formal letters written in block format place everything on the left hand side of the page. Place the your address or your company's address at the top of the letter on the left (or use your company's letterhead) followed by the address of the person and / or company you are writing to placed on the left side of the page. Hit the key return a number of times and use the date.
Formal Letter Structure: Standard Format
In formal letters written in standard format place your address or your company's address at the top of the letter on the right. Place the address of the person and / or company you are writing on the left side of the page. Place the date on the right hand side of the page in alignment with your address.
Formal Letter Structure: Basic Structure
First Paragraph
The first paragraph of formal letters should include an introduction to the purpose of the letter.
Body Paragraphs
The second and following paragraphs should provide the main information of the letter, and build on the main purpose in the introductory first paragraph.
Final Paragraph
The final paragraph should shortly summarize the intent of the formal letter and end with some call to action.
The Start
Dear Mr, Ms (Mrs, Miss) - if you know the name of the person you are writing to. Use Dear Sir / Madam if you do not know the name of the person you are writing to, or To Whom it May Concern
VERY IMPORTANT: Always use Ms for women unless you are specifically requested to use Mrs or Miss
Formal Letter Structure: Beginning Your Letter
Starting with a 'Thank You'
Formal letters are often begun by thanking someone. This is especially true when writing in response to an inquiry of some kind. Here are some useful phrases:
Thank you for your letter of (date) inquiring about ...
We would like to thank you for your letter of (date) asking for / requesting information about ...
In response to your letter of (date), we would like to thank you for your interest in ...
Examples
I would like to thank you for your letter of January 22nd requesting information about our new line of lawn mowers.
In response to your letter of October 23, 1997, we would like to thank you for your interest in our new line of products.
Reason for Writing
If you are beginning correspondence with someone about something, or asking for information, begin by providing a reason for writing:
I am writing to inform you about ...
I am writing to ask / inquire about ...
Examples
I am writing to ask about information for small businesses.
I am writing to inform you that we have not yet received payment for ...
Asking for Help
Use the following phrases to ask for help:
I would be grateful if you could + verb
Would you mind + verb + ing
Would it be to much to ask that ...
Examples
I would be grateful if you could send me a brochure.
Would you mind telephoning me during the next week.
Would it be to much to ask that our payment be postponed for two weeks.
Offering Help
The following phrases are used to offer help:
I would be happy to + verb
We would be pleased to + verb
Examples
I would be happy to answer any questions you have.
We would be pleased to assist you in finding a new location.
Enclosing Documents
In some formal letters you will need to include documents or other information. Use the following phrases to draw attention to any enclosed documents you might have included.
Enclosed please find + non
Enclosed you will find ... + noun
We enclose ... + noun
Examples
Enclosed you will find a copy of our brochure.
Enclosed please find a copy of our brochure.
We enclose a brochure.
Closing Remarks
Always finish a formal letter with some call to action, or reference to a future outcome you desire. Some of the options include:
A referral to a future meeting:
I look forward to meeting / seeing you
I look forward to meeting you next week.
An offer of further help
Please do not hesitate to contact me if you have any questions regarding this matter.
If you need any further assistance please contact me.
Finishing
Sign the letter with:
Yours faithfully,
Yours sincerely,
for formal letters OR
Best wishes
Best regards
http://esl.about.com/od/businessenglishwriting/a/Formal-Letter-Structure.htm

Types of Business Letters

There are a number of types of business letters in English. Accomplished speakers of English also need to be able to write the following types of business letters to be successful in business. Begin with a clear understanding of business letter writing basics. Once you've understood basic layout styles, standard phrases, salutation and endings, continue to improve your business letter writing skills by learning to write the following types of business letters.
Making An Inquiry
Make an inquiry when you are requesting more information about a product or service. This type of business letter tends to include specific information such as product type, as well as asking for further details in the form of brochures, catalogs, telephone contact, etc. Making inquiries can also help you keep up on your competition!
Sales Letters
Sales Letters are used to introduce new products to new customers and past clients. It's important to outline an important problem that needs to be solved and provide the solution in sales letters. This example letter provides an outline, as well as important phrases to use when sending out a wide variety of sales letters.
Replying to an Inquiry
Replying to inquiries are one of the most important business letters that you write. Customers who make inquiries are interested in specific information, and are excellent business prospects. Learn how to thank the customers, provide as much information as possible, as well as make a call to action for a positive outcome.
Account Terms and Conditions
When a new customer opens an account it is essential to inform them of account terms and conditions. If you run a small business, it is common to provide these terms and conditions in the form of a letter. This guide provides a clear example on which you can base your own business letters providing account terms and conditions.
Letters of Acknowledgment
For legal purposes letters of acknowledgment are often requested. These letters are also referred to as letters of receipt and tend to be rather formal and short. These two examples letters will provide you with a template to use in your own work and can be easily adapted for a number of purposes.
Placing an Order
As a business person, you will often place an order - especially if you have a large supply chain for your product. This example business letter provides an outline to make sure your order placement is clear so that you receive exactly what you order.
http://esl.about.com/od/businessenglishwriting/a/Types-Of-Business-Letters.htm

.Business Writing Skill Helps Your Career

A manager needs to be able to get his or her point across in written communications. The article Writing for Business details in five simple steps what every manager needs to know about successfully writing for business. The better you are at written communication, the further and faster you will be able to advance your career.

A friend of mine is hiring for a key position. He is understaffed and really needs to fill the position as quickly as possible. He told me last night that he had found a great candidate. Good technical skills, good customer relation skills, solid management skills, and industry experience, but he was hesitant to hire her. She wasn't excited about the job. I told him Passion Pays and that he would be better off not hiring her, even if it meant he had to do the extra work himself a little longer. If an employee isn't passionate and excited about a job, especially when they are just starting, they won't be working at maximum productivity for long. Wait until you find the right person for the job and you will be rewarded with not just increased output, but also reduced hassles.

Many new managers, and even a few experienced managers, struggle with difficult employees from time to time. It can be hard to remember what you are trying to get done when you are repeatedly confronted with the issue of a difficult employee. Shouting at them or "pulling rank" won't solve the problem. However, this article, Dealing With Difficult Employees, will help managers prepare a plan, confront the behavior, and find a solution to the inappropriate behavior of difficult employees.

Many managers believe that their job is to resolve problems when they arise. While that is true, it is only the lesser part of the job. It's more importantly that a manager learn how to prevent problems. This is the difference between reactive management, which solves problems as they occur, and predictive management, which tries to prevent many problems from arising in the first place. The article Good Management Is Predictive Management Not Reactive Management explains the difference and shows you how to improve your predictive management skills.

The Web site Payscale.com has a tool called Meeting Miser that calculates for you the cost of a meeting, based on the job titles of the people attending. It is a fun little diversion, but I wouldn't put too much emphasis on its answers. A better choice is to make your meeting more productive. To do that, you can use my Meeting Management techniques.

Layoff should be a last resort of a management trying to address major financial problems, but they do happen. You may have been through one already. You may be facing one. There are no guarantees in life so the best thing you can do is prepare. Here is What You Need To Know About Surviving A Layoff. If you are concerned about a possible layoff, take the time to read it. If you are planning to do a layoff, read it to help you decide which people to keep.

By F. John Reh, Management Guide