Response: Modules 9 and 10

According to Module 9, the difference between letters and memos is that letters go to people outside the company while memos go to people inside the company. However, memos can go public, for example, when they are read in a Congressional investigation. Letters and memos usually do not differ in length, formality, style, or organization; but they do differ in format. Letters can have a block format or a modified block format. A block format is used more frequently because it is easy to type. In a block format everything lines up to the left. However, modified block format is more interesting, because it moves the date and signature to the right. It is also a traditional format. Memos use the block format without salutation, indented paragraphs, or closing. They also require subject lines. 

            It is important to point out that it will not matter using the appropriate format if the information is not well organized. The lecture also emphasizes that the way our documents look and the way we present ourselves affects how people respond to our messages. Therefore, we should always look professional and make our writing clear, correct, and complete.

            According to Module 10, the purpose of positive and informative messages is to give good news or information to the reader. These kind of messages do not ask the reader to do anything more than reading the message, saving the information, and maybe acting on it in the future. These messages also create a positive image of the writer and the writer’s company. We can organize positive and informative messages by using the following pattern: good news, details, negatives stated as positively as possible, reader benefits, and a goodwill ending. However, this pattern is not set in stone. We would need to modify it depending on the circumstances.

            It is worth mentioning that reader benefits are crucial in messages announcing policies, because sometimes new company policies may hurt employees. As a result, workers need to see the advantages to them more than the advantages to the company. The lecture also points out that when we are ending our message it is not a good idea to use the sentence: “Should you have any questions regarding this matter, please feel free to call me.” Business people are smart; they will call if they have questions. We just need to make sure that our phone number is listed in the document.