Letters, memos, and emails are all very important in maintaining contact during projects, contacting other professionals, and with most any business communication. There are a few basic guidelines to follow when writing any of these.

• Should always keep a positive tone in the writing.
• All of the formats are able to have some sort of enclosures whether physical documents or email attachments.
• All forms should be written professionally, use SPELL CHECK and be proof read.
• Information should be organized in a clear, coherent  manner.

For the most part, each format can be used at any time as long as it is done well but each has pros and cons to consider when choosing which is appropriate. Below are a few points to consider along with some tips when writing any of these.

LETTERS (traditionally external)
Pros

• Most formal of the formats.
• Used for important or legal documents.
• Has an actual signature to show legitimacy.
• Is dated.
• Good to use when something needs validated.

Cons

• Can take a few days to be delivered.
• News isn’t immediate.
• Usually longer paragraphs.
• Takes longer to read.

Tips

• Any enclosures should be appropriate and pertain to the information in the letter.
• NEVER use “To who it may concern” or “Dear Sir”, just figure out the person receiving it.

MEMOS (traditionally internal)
Pros

• Still has a date but quicker to read.
• Can use bullet points or paragraphs.
• Short and to the point.

Cons

• Takes longer to be delivered than emails.

Tips

• It’s important to note who is receiving a copy.

EMAILS (traditionally used for speed / internal)
Pros

• Fastest format, delivered immediately.
• Can be used instead of letters when needing to validate something.

Cons

• Must be careful to avoid internet lingo.

Tips

• Attachments need to be readable by all. (.doc and .pdf are good universal formats)
• When sending something to be edited, don’t send a .pdf.
• It’s OK to use links, as long as they are appropriate.