RWS

• Business letter


  Elicits the expected response from the readers through a concise, tactful, and accurate writing style
• Letterhead


  • Identifies the writer, his/her address, and contact numbers
• Business letter structure


  1. Date

  2. Inside Address

  3. Attention Line

  4. Salutation

  5. Body

  6. Complimentary Close
• Date


  Indicates the date the letter was written, placed between the letterhead and the inside address
• Inside Address


  Identifies the reader's name, position and company, and address, placed immediately below the date
• Attention Line


  Used when the writer wishes to address the whole company but wants to bring it to the attention of a particular person
• Salutation


  The writer's formal greeting to the reader
• Body


  Contains the message of the letter, paragraphs are single spaced internally but double-spaced to separate paragraphs
• Complimentary Close


  The expression used to end a letter, level of formality varies
• Signature Block

  Includes the signature and the typed name of the sender
• Identification Initials


  Indicates the typist's initials if the sender is not the one who personally typed the document
• Enclosure notation


  Refers to the attachments to the letter
• Copy notation


  Indicates the name of the secondary recipients of the letter, indicated by ce: which means carbon copy or courtesy copy
• Complimentary Close formality levels


  • Highly formal: Respectfully yours, Respectfully, Very respectfully
  • Polite and Formal: Very truly yours, Yours very truly, Yours truly
  • Less Formal: Sincerely yours, Yours, Cordially yours
  • Informal and Friendly: As ever, Best regards, Kindest regards, Regards
• Memorandum


  Comes from the Latin term memorare which means "to remember", meant to inform as well as to persuade people within an organization
• Memorandum structure

  1. Memohead

  2. To line

  3. From line

  4. Date line

  5. Subject line

  6. Body
• Memohead


  Identifies the department/office name, its address, and contact numbers
• To line


  Indicates the name and title of the receiver
• From line


  Indicates the name of the sender, sender should affix their initials on the right side for verification
• Date line


  Serves as a chronological record for reference purposes
• Subject line


  Announces the main content or topic of the memo, subject is more preferred than the old term Re
• Body


  Contains the message of the memo
• Five types of memo

  • Instruction memo
  • Request memo
  • Announcement memo
  • Transmittal memo
  • Authorization memo
• Instruction memo


  Provides the information needed by the readers to accurately perform directions
• Request memo


  Asks readers to provide certain information or take certain actions
• Announcement memo


  Provides information about an event, person, or thing
• Transmittal memo


  Serves as a cover note for a more formal or lengthy document
• Authorization memo


  Gives permission
• Electronic mail, more commonly known as e-mail, has been a vital part of our everyday communication since its inception
• An e-mail can serve many purposes