Office Practice · Lesson 6

Memos, business letters, notices, minutes, circulars and email

WAECNECO

What the syllabus asks

WAEC: meaning; types: memos (internal and external), business letters, notice of meetings, minutes of meetings, reports, circulars. Extends cm9.1–9.2.

NECO: meaning; types: memos (internal and external), business letters, notice of meetings, minutes of meetings, reports, circulars. Extends cm9.1–9.2.

What you will learn

Define office correspondence and state its importance.
Describe the features and uses of memos, internal and external.
Write a memo in correct format.
Identify the parts of a business letter and match salutation with close.
Describe layout and punctuation styles.
Write letters of complaint, enquiry and other common types.
Prepare a notice of meeting and explain minutes, reports and circulars.
Apply good practice to email and the handling of outgoing correspondence.

Key points

Correspondence gives permanent, evidential written communication.
Follow the seven Cs.
Memo: headings To, From, Date, Ref, Subject; no salutation or close.
Letter: letterhead, refs, date, address, salutation, subject, body, close, signature.
Dear Sir pairs with Yours faithfully; named salutation with Yours sincerely.
Fully blocked with open punctuation is the common modern style.
Letter types: enquiry, order, complaint, adjustment, collection, sales, application.
Notice of meeting gives date, time, venue and agenda in good time.
Minutes record decisions; reports present facts and recommendations.
Circulars send one message to many; email follows the same standards.

Start here: Meaning and importance of office correspondence

Office correspondence means the written communication of an organisation, both within the organisation and with outsiders. It includes memoranda (memos), business letters, notices of meetings, minutes of meetings, reports and circulars, whether on paper or electronic. Because these documents are permanent and can be used as evidence, they must be accurate, polite and properly filed.

Types named in the WAEC syllabus

Memos: internal and external.
Business letters.
Notices of meetings.
Minutes of meetings.
Reports.
Circulars.

Importance of office correspondence

Permanent record: unlike a conversation, a letter or memo can be filed and referred to later.
Evidence: contracts, complaints, warnings and agreements in writing can be produced in court or at a disciplinary panel.
Communication over distance: with customers, suppliers and government across Nigeria and abroad.
Clarity: detailed instructions, prices and specifications are clearer in writing.
Public relations: a well-written letter on good letterhead builds the image of the organisation.
Many recipients: circulars and memos reach many people with the same message.
Accountability: the writer’s name and reference show who is responsible.

Qualities of good correspondence

Good correspondence follows the seven Cs: clear, concise, correct, complete, courteous, considerate and concrete. In addition it should be well laid out, free of spelling and grammatical errors, and appropriate in tone: firm but polite in a complaint or demand for payment, warm in a letter of appreciation.

Paper 2 often asks candidates to write a memo, letter, notice or circular. Format earns marks: headings, date, reference, salutation, close and signature block. Learn the layouts in this unit thoroughly.

Choosing the right form

The writer must choose the form that suits the reader and the purpose. Within the organisation, use a memo; to an outsider, use a letter; to many people with the same message, use a circular; to call a meeting, use a notice; to record a meeting, use minutes; to present investigated facts with recommendations, use a report. Choosing the wrong form wastes time and may cause the message to be ignored or misunderstood.

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Practice questions

1. A memo is used for communication

within an organisation
with customers abroad
with the general public only
in court

Show answer

A: within an organisation
Internal.

2. A memo normally has no

date
subject heading
name of sender
salutation or complimentary close

Show answer

D: salutation or complimentary close
Memo format.

3. In the fully blocked style the date is placed

at the right margin
at the bottom
at the left margin
in the centre

Show answer

C: at the left margin
Every line starts at the left.

4. Open punctuation means

commas only in the body
no punctuation in address, date, salutation and close
no punctuation anywhere
full stops after every word

Show answer

B: no punctuation in address, date, salutation and close
Body keeps punctuation.

5. “Yours faithfully” is used with the salutation

Dear Sir
Dear Ada
My dear friend
Hello

Show answer

A: Dear Sir
Formal pair.

Key words

Correspondence: Written communication of an organisation.
Memorandum: Short internal message with To/From headings.
Letterhead: Printed name and details of the organisation.
Reference: File code quoted to trace correspondence.
Salutation: Greeting such as “Dear Sir”.
Complimentary close: Ending such as “Yours faithfully”.
Fully blocked: Layout with every line at the left margin.
Open punctuation: No punctuation outside the body.
Enclosure: Document sent with a letter.
Circular: Identical message sent to many people.
Clear days: Days excluding the notice day and meeting day.
bcc: Blind copy hiding recipients’ addresses.

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