Writing Business Emails
and Memorandums
• The purpose of email is to convey
information in an inexpensive and quick
way to colleagues, customers, suppliers,
investors and other contacts around the
globe
A. Email
1. Formal an email that uses professional language and
clear formatting to begin or continue a discussion
relating to a professional or otherwise important subject.
• follows the format and tone of a printed business letter
2. Informal -There are no particular rules for informal
email writing
• It’s like a telephone conversation between sender and
receiver
3. Very Informal -this type of email is similar to
texting.
• It is commonly sent only to colleagues with whom
you have a close working relationship
Example of Formal
Example of Informal
Example of Very Informal
1. Subject Line Says a Lot – the first thing recipient reads
and decide whether or not to open the email depends on
how the subject looks
-it is simple, specific but catchy
2. Start Your Email with Greetings – it is always important
to have a contact name, unless recipient is unknown (in “to
whom it may concern”)
Example: Dear name Last name
Dear Mr/Ms Last name
Dear Mr/Ms First name Last name
Dear Dr. Last name
To whom it may concern
Tips on how to write emails
3. Say Thank You - If a person has replied to your email,
you should thank him/her by writing
“Thank you for your (prompt) reply”
4. Be Clear and Precise - define its purpose clearly at the
very beginning of the email by writing “I am contacting
you as…” or “I am writing to you in reference
to/regarding…”
>It helps the reader understand the purpose of your email
5. Save Someone’s Time - Keep your emails specific and
concise
6. Informal vs Formal - It usually comes naturally and is
based on your relationship with an interlocutor
-applies to email as well
7. Don’t Avoid the Negative - Delivering bad news is never
easy! But it’s something you have to do sometimes, when
working in a business environment
>A good way to do it is to provide a reader with neutral or
positive information first, explain what caused it and why its
important and provide potential solution to problem or an
optimistic note
Here are some examples demonstrating different ways to write
the same thing:
Informal: Can you …?
Formal: I was wondering if you could…
Informal: Sorry, I can’t meet you. I’m busy that day.
Formal: I am afraid I will not be available to make it
8. The Last Vow - Before ending your email, thank the recipient one
more time by saying
“Thank you for your consideration.”
“should you have any questions, please do not hesitate contact me”
“I look forward to hearing from you”
9. Write a Closing to Your Email – requires beautiful closing
- depends on the formality of relationships between you and the
reader
Choose the most suitable phrase before typing your name.
–Yours sincerely,(when you know the name of the recipient, Formal)
– Best regards, or Kind regards, (Formal, Most common)
– Take care, Thank you, or Have a nice day (Less Formal)
10. Proofread Your Email
It is very important to reread your email carefully
before sending
Check if there are any typos, grammatical or
punctuation errors, or inappropriate word usage
B. Memorandums
• It is a note, document or form of
communication intended to issue a
directive, executive a policy, present
information report, provide suggestions and
instructions, propose a particular project,
convey information, rebuke errors, give
warnings, solve problems or make requests.
What is Memorandum?
1. Directive Memo- features a policy or
procedures given mostly by higher ups to
subordinates.
-may feature directives/instructions
on dress code, project conduct, tardiness,
absences, etc.
Types of Memorandum
2. Report Memo - it is usually for
subordinate to higher ups as the former
reports the developments or whatever
transpired during an official business
Types of Memorandum
3. Confirmation Memo – this memo
confirms the black and white that has
been agreed verbally
Types Of Memorandum
4. Ideas and Suggestions Memo - this
memo conveys ideas or suggestions usually
from lower ranks to higher ups
Types of Memorandum
Must be short and precise
Must observe proper writing mechanics
Must not utilize hackneyed expressions,
runabout phrases and jargons
Must be conversational
Must be courteous and understanding in tone
Characteristics of an effective Memo
Parts of Memorandum
Example of Memorandum
written in order to maintain a record of
what occurred and what topics were
brought up during a meeting
as well as the information about the
activity of attendees and decisions made.
Minutes of Business Meeting
Main Parts of Minutes of the Meeting
Nordquist (2019) identified main parts whose arrangements
may vary.
1. Heading includes the name of the organization or
committee, date, location and time of the meeting
2. Participants or attendees consists of names of all those
who attended the meeting, including guests, and those who
sent apologies for not attending
3. Approval of the previous minutes is a short note whether
the minutes of the previous meeting were approved as read
without corrections or approved with corrections of
significant errors or omission.
Minutes of Business Meeting
4. Action items include a report on the items discussed
in the meeting
• the subject of the discussion,
• person who led the discussion
• conclusions or decisions that have been reached.
• includes unfinished business from the previous
meet
5. Announcements part reports about any
announcements made by the participants or those who
were not around the proposed agenda items for the
succeeding meeting
6. Next meeting is a short note on the date and time of
the subsequent meeting
7. Adjournment is a short note on the time the meeting
ended
8. Signature line carries name of the person who
prepared the minutes
• date they were submitted
• In some organizations, the minutes of a legal nature
require more that one signatory
Steps in writing Minutes
Any Questions?