Module 2a — Office
Correspondence
and Records
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Letters
The letter format is used at the ILO for communication with the outside world. One of the main differences between letters and memos is that letters are often addressed and directed at specific individuals. Memos are more likely to address multiple readers or organizational representatives (for example, a head of a department).
Letters require careful drafting, editing and proofreading to ensure the ILO’s reputation is assured and that goodwill is built and maintained between the ILO and external bodies.
To write effective letters, you should keep in mind exactly the same principles as for all other office correspondence:
- Know your statement of purpose.
- Analyse your readers and meet their needs.
- Organize your material to suit your readers and your purpose.
- Use a level of language that makes it as easy as possible for your readers to understand your message.
- Be as brief as possible, but make sure you have included all essential information.
- Don't lose credibility through spelling, punctuation, or grammatical errors and sloppy presentation.