P A R T I I

UNIT 1

MEMOS, LETTERS AND ELECTRONIC MAIL

Study the following topical vocabulary to help you read and translate the text below

memorandum		службова записка
to convey messages		передавати повідомлення
formal correspondence		офіційне листування
to acknowledge		підтверджувати
updates		зміни відповідно до нових даних
to hook to a computer		підключити до комп’ютера
advent		поява
writer		(тут) клерк
hardcopy		друкована копія
ongoing		продовження
to initiate		починати
transmittal of information		передача інформації
milestone		віха
vehicle		засіб
appropriate		підхожий, доречний
letter of transmittal		супровідний лист

Memos, letters and electronic mail are the workhorses of the business world. In companies and institutions around the world, memos constantly convey messages in house from supervisors to staff, colleague to colleague, project team members to team managers – and beyond to clients and customers in other companies. When the situation requires formal correspondence, writers send letters. Today’s computerized society gives people yet another method for written communication: electronic mail (E-mail)

Writers in any type of workplace will agree that memos (more formally called “memoranda”, or in the singular “memorandum”), letters and E-mail are the three essential types of correspondence. They may seem similar at first, but each has a different effect on readers and therefore each should be used for different purposes. As anyone who lives or works where computers are present knows, E-mail has become the preferred form of communication for almost all tasks: from sending quick messages and updates to purchasing equipment and acknowledging receipt of products. Electronic mail has the advantage of speed and efficiency and it is in constant use for messages sent within companies or around the globe. Wherever a telephone wire is hooked to a computer via a modem, E-mail is a possible means of fast communication.

But even with the advent of E-mail, memos and letters still provide the formal records of most transactions. It’s important to know that correspondence serves us well in several ways: it establishes a record of the efforts, seems more personal than electronic communication, and makes your project more visible to colleagues. One of the reasons these forms of correspondence work so well as record-keeping devices is that only on paper can writers provide signatures – either for signing off on acknowledging something or signing the document to make it legally binding. If a memo goes out with your signature on it, you are responsible for its contents. And that signature also adds a human touch so important in transactions between people. Electronic communication is quick and useful, but it lacks the personal element. When you need information from someone or are asked to send material to a coworker, follow the phone call or E-mail with hardcopy correspondence. This practice further establishes your professionalism and suggests that you regard the recipient seriously enough to take the time to write. Creating these impressions is invaluable.

So, paper correspondence can have a very powerful effect and is often used to its full potential though sometimes it can be misused, but as for memos and letters they are often used interchangeably for professional transactions. Sometimes a message in memo format will have greeting (“Dear …”) at the top and closing (“Sincerely”) at the bottom. And sometimes a letter will have the heading “Memorandum” across the top of the page. These kinds of hybrid correspondences are common but often confusing for the recipient. Memos and letters are separate forms of communication and have different purposes.