Business writing is a type of

writing that seeks to elicit a business

response. It's a purposeful piece of
writing that provides relevant
information to help a reader know
something or do something.
 Workplace writing includes many
different written products, all of
which are fact- based and geared to
communicate specific information in
recognizable formats. The ways we
publish workplace writing are
changing rapidly and now include the
postal service, messengers, e- mail,
interoffice memos, and more.
There are five key principles for
effective business writing

1. Clear
2. Clarity and conciseness
3. Awareness of audience
4. Appropriate tone
5. Attention to format
 What is a memo?
• Memo is the common term for
memorandum.
• It is derived from the Latin word-
“memoro” which means to mention,
call to mind or relate.
• Memos are usually confined to single
topic.
Three basic reasons to write
a memo:
• To persuade to action
• To issue a directive
• To provide a report
 PURPOSE OF MEMO
• Memos serve the following purpose:
Informing employees
Giving directions
Outlying procedures
Requesting data
Supplying responses
Conforming decisions
STANDARD MEMO FORMAT
• Every organization follows a standard
pattern for memo.

• It includes: Heading, opening, body,

summary, closing and attachment.
 HEADING
Date: (complete, current date)
To: (readers’ names and job titles)
From: (your name and job title)
Subject: (what the memo is about, the
main idea of the memo summarized)
 OPENING
• This statement makes the memo
clear.
• State the purpose of the memo and
give the facts.
• It should be brief , and of short
length.
 BODY
• It includes the main information.
• Each paragraph should be sort and
not more than eight lines.
 SUMMARY
• This is optional. Explain the situation
in more detail if needed.
• If memo is longer, then summary
paragraphs the key point.
 DISCUSSION
• Any other information that you need
to present.
 CLOSING
• It should be brief, courteous ending
to your memo.
• Do not use “sincerely” or other
letter- like ending.
 ATTACHMENTS
• Include any as needed
• Add a notation if any particular
attachment is there (graphs).
Advantages and Disadvantages
of Written Communication
Pros
• Written messages do not have to be
delivered on the spur of the
moment; they can be edited and
revised several times before they are
sent so that the content can be
shaped to maximum effect
• Written communication provides a
permanent record of the messages
and can be saved for later study
• Written forms of communication also
enable recipients to take more time
in reviewing the message and
providing appropriate feedback
• Written forms of communication are
often considered more appropriate
for complex business messages that
include important facts and figures
• Good writing skills often lead to
increased customer/client
satisfaction; improved inter-
organizational efficiency; and
enhanced image in the community
and industry
Cons
• The sender of written communication
does not generally receive immediate
feedback to his or her message; this
can be a source of frustration and
uncertainty in business situations in
which a swift response is desired
• Written messages often take more
time to compose, both because of
their information-packed nature and
the difficulty that many individuals
have in composing such
correspondence