As an employee of a business or owner of your own company, it is important to learn write business correspondence to remain professional when communicating with clients and co-workers. Two common pieces of business correspondence are business letters and memos. Letters are usually reserved for outside communications, while business memos are intra-office documents.
Instructions
Business Letter
1. Place the full date at the top of the letter, spelled out with the month, day and year (for instance, March 25, 2010).
2. Go down a line and enter the recipient's full address. Include the contact's full name, title and company name.
3. Skip a line after the recipient's address and enter a salutation. Type in the contact's title and last name. Enter "Dear Sirs or madams" or "To Whom It May Concern" if you don't have a specific name.
4. Type in the body of your business letter. Write block paragraphs of three or four sentences for readability.
5. Skip another line and close the letter with "Sincerely" or "Regards" then your full name (first and last). Go down another line and type in "Enclosures" at the bottom of the letter if you are including other documents with this letter.
6. Print the business letter on professional letterhead that lists your company's contact information across the top.
Business Memo
7. Create the header of your memo. List "TO:," "FROM:," "DATE:" and "SUBJECT:" down the page, capitalized, with each entry on its own line. Fill out the corresponding information related to your memo.
8. For the subject, write the purpose of the memo. Be specific. For instance, "New Marketing Requirements in Regard to the ABC Program."
9. Elaborate on the subject of your memo, as described in the last memo, in the body (leave a line between the body and the purpose). Reference any attachments to the memo or other sources of information for the reader to reference in the body.
10. Close the letter with a call to action or clear discussion of what you want the reader to do in response to this new information. For instance, "Register for the new program at registerherenow.com." Include information about the sender or point of contact in the closing including the name, phone number and email address.
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