CH15 - Memos and Letters Flashcards
What are the main differences between a memo and a letter in a professional setting?
Memos are internal documents used to pass along information or request action, while letters are external communications often sent to recipients outside the organization.
What are the seven elements of the full block letter format?
- Letterhead/logo
- The heading
- Salutation
- The introduction
- The body
- The conclusion
- The signature line
What does the acronym SIDCRA stand for in the context of memos?
S: Subject, I: Introduction, D: Details, C: Conclusion, R: Recommendation, A: Action
What is the purpose of the header block in a memo?
The header block contains detailed information on the recipient, sender, date, and subject of the memo.
Fill in the blank: Memos are typically used to _______ or _______ information within an organization.
pass along; request
True or False: The opening of a memo should include general introductions before getting to the main point.
False
What should the closing of a memo indicate?
What, if any, action is required or requested of the readers.
What is one key function of letters in a professional context?
To communicate feelings and emotions, such as in complaint letters.
When making a request in a memo or letter, what should you always do?
Be courteous and provide specific details about what you expect the reader to do.
What is the recommended tone for thank-you letters?
Sincere and appreciative.
What is an important aspect to consider when writing a bad news message?
Use neutral language and be specific about the bad news being conveyed.
What should an apology include to be effective?
- Sincere acknowledgment of the mistake
- Recognition of the audience’s feelings
- Taking responsibility for the mistake
What is the purpose of a transmittal letter?
To explain the purpose of the enclosed document and provide a brief summary.
What should a follow-up letter express after making a request?
Appreciation for the time taken to respond to your needs.
What is the significance of maintaining a formal tone in business letters?
It establishes credibility and projects a positive image of the sender and their organization.
Fill in the blank: The body of a letter articulates the _______ of the message.
details
What is one type of message that may be easier to prepare than others?
Good news messages.
What is the primary function of correspondence in a professional career?
To maintain credibility and build relationships with co-workers, clients, and the public.
Correspondence remains essential even in the digital age.
What are memos primarily used for?
To pass along information or propose ideas.
Memos are internal documents.
What is the format of a memo?
Header Block followed by the message, which includes opening, details, and closing.
Memos have a structured format.
How do letters differ from memos?
Letters are more formal and generally sent to people outside the organization.
Letters use a full block format.
What is the standard format for most letters?
Full block format.
This format is widely recognized in professional settings.
What components should the message of a memo include?
Opening, details, and closing.
These components structure the memo’s content.
True or False: Letters are less formal than memos.
False.
Letters are considered more formal than memos.
Fill in the blank: Memos are _______ documents.
internal
They serve specific purposes within an organization.
What types of letters are discussed in the text?
Cover letters and transmittal letters.
These letters have specific purposes in professional communication.
What should be included in sample letters for better understanding?
All discussed parts and potentially helpful additional information.
Examples can enhance clarity for the author.
