Business memos are internal documents sent to employees to convey information about the company, while business letters are external communiqués, often related to sales activities or customer needs or to query a vendor or government agency. The formatting is different for each, and learning how to properly create each will help you more effectively communicate your message.
Business Memos to Staff Members
"Memo" is short for memorandum, which refers to a reminder or a notification of an important item. Memos are often sent to notify staff members about a meeting or new policy the company feels is important enough to warrant more than word-of-mouth dissemination. Memos are often informal, with less attention to structure, formatting, grammar and, in the case of printed memos, paper quality.
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Business Letters Sent Outside the Company
Letters are more formal documents sent to people outside your company. They can include requests for information or clarification from a government agency; responses to customer complaints or queries; or pitches or proposals to vendors, customers or the media. Letters are usually written on high-quality paper, rather than copy paper, and are carefully proofread to avoid even the smallest mistake.
Headings Used in Memos and Letters
A memo doesn't need to be on company stationary or include your company name, logo, address or other items usually found on letterhead. A memo often includes a heading at the top, left-hand side of the paper that includes four lines designating who is sending the note, who's receiving it, the topic the memo covers and the date.
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A letter is usually written on business stationary with the date appearing under the letterhead on the left-hand side of the page. A blank line separates the date and the address of the recipient, which includes the recipient's name, title and address. After another blank line, a salutation appears, such as "Dear Mr. Smith."
Content Used in Letters and Memos
A memo states the purpose for the communiqué in the first sentence, followed by information briefly addressing the who, what, where, why, when and how of the contents. Little support or detail is found in a memo, which often precedes a meeting or makes a brief announcement. If a company has detailed or complicated news to announce, it will hold a conference or provide a longer report. Recipients of a memo can contact the memo sender or a supervisor if they need more information.
A letter starts with the reason for writing and then addresses the reason. A letter usually provides more detail, support and justification than a memo, since the letter writer often has to make a sale or answer a question.
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Closing the Memo or Letter
A memo doesn't summarize or recap the contents, often ending with a call to action, such as asking the reader to put the date of the coming meeting on her calendar or to pursue the action recommended in the memo. A letter often finishes with a conclusion, offers thanks, asks the reader to contact the writer, and includes the sender's name and title. Many letters contain a P.S., or postscript, that helps one fact or piece of information stand out.
