La carta, acta y memorando

Administrative Document Writing

The lesson introduces three formal administrative documents—letters, minutes (meeting records), and memoranda—and explains their structures and writing standards. Its goal is to help learners recognize each document’s parts and prepare them appropriately.

Letters

A letter is a written conversation. To communicate effectively, it should be clear, appropriate, and courteous.

Structure

• Heading: Include the location and date, and identify the recipient.
• Body: State the main message, request, or explanation.
• Closing: End with a cordial farewell.
• Signature: Include the writer’s full name and signature; add their title when appropriate. A signature adds formality.

Writing characteristics

• Clarity: Make the message easy to understand.
• Brevity: Use words efficiently; extra length does not necessarily improve a letter.
• Cordiality: Maintain a friendly and respectful tone.
• Reliability: Ensure the information is honest and accurate.

Minutes

Minutes are a formal record of what was discussed and agreed upon at a meeting or assembly. They can be used in companies, boards, committees, and other formal gatherings.

Structure and preparation

• Identification: Assign a minutes number so the record can be located and referenced later.
• Location and meeting details: Record the place, time, and date.
• Agreements: Document the matters discussed and the agreements reached.
• Attendees: Include and attach a list of people present.
• Signatures: Include the president, who opens and closes the meeting, and the secretary, who prepares the minutes.

Memoranda

A memorandum is a message sent to a team, department, or organization to communicate information or address an organizational matter.

Types

• Confirmation memorandum: Communicates or confirms information.
• Request memorandum: Asks for something needed by a department or work area.
• Suggestion memorandum: Proposes an idea or project for consideration, potentially by company authorities.

Structure

• Heading: Include the date, sender (“From” or “S”), recipient (“To”), and subject.
• Subject: Give a concise summary of the memorandum’s topic.
• Introduction and body: Briefly introduce the matter, then develop the message and explain its purpose.
• Sender details and signature: Include the sender’s name, position, and signature.

The lesson concludes by encouraging learners to practice writing these document types to improve their writing skills.

Speakers and Sources

• Instructor/presenter: One speaker delivers the lesson; the subtitles do not identify the speaker by name.
• Source: The UTECVIRTUAL instructional video.