Types of Writing
Correspondence
Information on correspondence is adapted from Thomas E. Pearsall's The Elements of Technical Writing, (Boston: Allyn and Bacon), pp. 126-42. Always consult your professor's instructions.
What is the difference between a letter and a memo?
"Letters are used for correspondence outside an organization. Memorandums (or memos) are used for correspondence within an organization."
What is the format for a letter?
A letter may contain the following elements:
- printed letterhead or the sender's address printed flush left
- the date
- the name, job title, and address of the person to whom the letter is sent, four spaces below the date line
- "Re" line: a line which states what other documents the letter is in reference to, e.g. "Your letter of 12 April 1996"
- a subject line stating the subject of the letter, e.g. "Summer Schedule for Executive Committee Meetings"
- a salutation: "Dear" plus the name of the person to whom the letter is sent. Use a colon after the salutation.
- body paragraphs which are short, clear statements, with rarely more than six or seven lines per paragraph
- a complimentary close such as "Sincerely yours," followed by a comma
- a signature block, four spaces below the complimentary close, with your typed name and possibly title. Make sure you sign the letter once it is printed.
- any end notations, such as enclosure lines, if you are including some other document with the letter, or a copy line (cc:) if other individuals are receiving a copy of the letter.
What is the format for a memo?
Memos, used for correspondence within organizations, are most often headed
with the organization's name. They include lines for "Date:",
"To:", "From:", and "Subject:", followed
by the memo's body paragraph. Unlike a letter, a salutation or signature
block are not required. A memo does, however, have similar end notations
as a letter.
"Memos may be used for any of the purposes for which letters are
used."
What do I need to do differently for a letter of application?
"A letter of application is a letter of transmittal for the resume,
but it is also a place where you can highlight your capabilities and catch
an employer's interest. ... You can use your letter of application to
point out how you could fit into the organization and why it would be
to their advantage to hire you."
In the beginning of the letter, mention your knowledge of the organization
and that you would like to work for them. In the middle, emphasize your
experience and education to the reader. In the close of the letter, mention
your resume and references and let them know your availability for an
interview.
For help with assembling your resume, consult the Career
Services web site.