Construction Skills Fundamentals

Writing and Speaking for Engineers-HonorsBasics of Memos, Email, and Business LettersBasic Forms of Paper CommunicationIn the business setting, two basic forms of paper communication are used:MemorandaBusiness Letters

MemosA memo is a less formal type of document used within a company or organizationA memo is used primarily to advise people of procedures, procedural changes, or disciplinary issuesA memo contains a title (the company name and the word Memorandum) at the top, centeredA memo contains lines for the following:To:From:Date:Subject:Subject LinesThe subject line in a memo (and an email) should be concise but specific. The following is a poor subject line:Subject: Update

A more specific subject line might read:Subject: Update on Project UF 332, Technology Design for Weil Computer LabsBusiness LettersA business letter is used between individuals who work for different companies (the engineering firm and the client or two engineering firms collaborating on a project, for example)A business letter is more formal in its structure and is printed on company letterhead (with senders address)A business letter contains the date, the recipients name and address, a salutation, the body of the letter, a complimentary closing, a signature and typed name of the sender, and the names of those receiving copies of the letter

Effectively Organizing Letters, Memo, and EmailOrganizational PatternIntroductionBody of MessageConclusion IntroductionAll written correspondence should have an introduction that

Makes the purpose of the communication clear

Gives the reader the most important informationBody of the MessageThe supporting details are included in body paragraphsElaborate on the main idea(s) contained in the introductionUse short paragraphs with topic sentences for each paragraphUse short sentencesUse headings and bullets where appropriateConclusion (Goodwill closing)Convey next step information

Offer contact information

Thank recipient for attention, consideration, etc.Bad News Message: Use an alternate patternWhen conveying bad news (disciplining an employee or explaining a negative action) use a buffer paragraph at the beginning of the message. The pattern used for bad news is as follows:Buffer paragraphIntroductionBody of the MessageConclusion