MODUL PERKULIAHAN

ENGLISH FOR ENGINEERING 1

Business Writing

Fakultas Program Studi Tatap Muka Kode MK Disusun Oleh

04
Teknik Teknik Elektro F021700001 Fadli Sirait, S.Si, MT

Abstract Kompetensi
Adjectives are words that describe Students are able to write a report
or modify another person or thing about progress of a project through
in the sentence.  email and memo (business
correspondences)
Writing Emails, Letters and Memos

For the past 20 years, email has taken over many of the jobs once reserved for faxes,
memos and letters. Now, instant messaging programs like Slack are taking over some of the
work that email used to do. Social media has also taken over some of email’s job in the
workplace. For example, many companies offer customer service over Twitter and Facebook.
Often, students want to learn the perfect way to write a memo or letter, or to have a template
that they can fill out. But because the context is always changing, and because different
workplaces have different practices, it’s not possible to say that there’s one correct way to
write each document. Instead, we’re going to explore the different decisions that go into
choosing a medium, and the different roles each medium plays in the workplace.

Writing Memos

A memo (or memorandum, meaning “reminder”) is normally used for communicating

policies, procedures, or related official business within an organization. It is often written
from a one-to-all perspective (like mass communication), broadcasting a message to an
audience, rather than a one-on-one, interpersonal communication. It may also be used to
update a team on activities for a given project or to inform a specific group within a company
of an event, action, or observance.
Memos can be tricky because they often communicate to multiple audiences who
have different levels of knowledge about the context. For example, if you are communicating
a new company policy, different types of employees will want to know exactly how the
policy impacts them.
Format
Memos are distinguished by a header that includes DATE, TO, FROM, and
SUBJECT lines. Other lines, such as CC or BCC, may be added as needed. An RE
(“Reference”) line may be used instead of SUBJECT, but this use is becoming rarer as “RE”
is often mistaken as “Reply” because of its use in email.

 DATE: List the date on which the memo is distributed.

 TO: List the names of the recipients of the memo. If there are several recipients, it’s
acceptable to use a group name, such as “All Employees” or “Personnel Committee
Members.”

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  FROM: List the name and job title of the writer(s).
 SUBJECT: Think of the SUBJECT line as the title for the memo. Make it specific so
that readers can immediately identify the topic.

These headings may be double- or single-spaced, and the SUBJECT line is often in all
capital letters. Furthermore, the order of the items can vary. Many organizations have their
own style preferences on these issues. If not, the order listed above, double-spaced, is the
most common.
The text of memos typically uses block format, with single-spaced lines, an extra space
between paragraphs, and no indentions for new paragraphs.

Organization

Professional memos are organized according to one of two strategies: Direct and indirect.

 The direct organization strategy presents the purpose of the document in

the first paragraph (sometimes the first sentence) and provides supporting details in
the body.
 The indirect organization strategy opens with relevant, attention-getting
details that do not directly state the purpose of the document. The purpose is revealed
in the body of the message, usually sandwiched between supporting details.

The direct approach is used for good news or routine communication; the indirect approach is
used for persuasive, sales, or bad news messages. A directly stated purpose is welcome in
good news or routine messages but could be viewed as abrupt or insensitive in a bad news or
persuasive message. When the audience is not receptive to the message, it is best to lead up to
the purpose gradually.
In both types of organization, action information (such as deadlines or contact information) or
a courteous closing statement is placed in the last paragraph.

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Sample Direct Memo
Let’s take a look at a sample direct memo.

As you can see, this memo has a direct and concise opening that states the purpose of the
memo. The body paragraph provides the award criteria, which will help managers follow
through on the request. The conclusion provides action information, a deadline and a
courteous closing message.
Now, let’s take a look at a sample indirect memo.
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Sample Indirect Memo

As you can see, the introduction is relevant to the subject but doesn’t directly state the bad
news, which is that the popular early weekend schedule is ending. Instead, the writer lists
the reasons for the change to prepare the reader mentally for it. The bad news is then clearly
stated, but it’s sandwiched between two positive statements. Note that the bad news is at the
end of the paragraph, since the writer doesn’t want readers to skim the memo and miss this
important information. The memo then ends with action information and a forward-looking
statement.

Style and Tone

While memo reports and policy memos have a more formal tone, most memos will have a
conversational style—slightly informal but still professional. The audience of memos are
coworkers, so the writing style usually assumes a relationship with them (and therefore a
certain lack of formality). Just keep in mind that the relationship is a professional one, so the

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writing should reflect that. Furthermore, as with all workplace documents, the audience may
contain a variety of readers, and the style and tone should be appropriate for all of their
technical and authority levels.

Common Memo Writing Situations

Memos are used in a variety of workplace communication situations, from documentation of

procedures and policies to simple announcements. Below are some common types of memos:

 Policies (changes and new)

 Instructions

 Procedures
 Announcements
 Trip reports

Emails

Email is typically quite familiar to most students and workers. While it may be used
like text messaging, or synchronous chatting, and it can be delivered to a cell phone, email
remains an asynchronous communication tool. In business, email has largely replaced print
hard copy letters for external (outside the company) correspondence, as well as taking the
place of memos for internal (within the company) communication (Guffey, 2008). Email can
be very useful for messages that have slightly more content than a text message, but it is still
best used for fairly brief messages.
Many businesses use automated e-mails to acknowledge communications from the
public or to remind associates that periodic reports or payments are due. You may also be
assigned to “populate” a form email in which standard paragraphs are used, but you choose
from a menu of sentences to make the wording suitable for a particular transaction.

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 The rise of email management systems like MailChimp and Constant Contact have
also made it easy to integrate graphic design elements into emails and to send emails to an
entire mailing list without getting caught in a spam filter. Now, businesses send everything
from newsletters to donations campaigns to holiday greetings through email.
Emails may be informal in personal contexts, but business communication requires
attention to detail, awareness that your email reflects you and your company, and a
professional tone so that it may be forwarded to any third party if needed. Email often serves
to exchange information within organizations. Although email may have an informal feel,
remember that when used for business, it needs to convey professionalism and respect. Never
write or send anything that you wouldn’t want read in public or in front of your company
president or CEO.

Tips for Effective Business Emails

If you’re struggling to write an email, err on the side of not wasting the reader’s time.
Many readers get hundreds of emails a day. While a reader might sit down to read a letter or a
memo, they will usually spend a few seconds scanning an email for relevant information
before moving on to the next one.
Unless your email is sensitive or you are breaking bad news, it’s nearly always a good
idea to state the main point of the email clearly and to clearly tell the audience what you want
them to do.
It may be helpful for you to think of this as building a frame around your email. In the
first part of the frame, you open by telling the reader why you’re writing. Then, in the body,
you give the main message. In the bottom part of the frame, you end by telling the reader
what to do next. Here’s an example. The grey shaded parts represent the frame.

First, the writers tells exactly why they’re writing. Then, they provide the supporting
details. Last, they tell the reader what to do (confirm whether or not they’ll be at the
meeting).
Here are some more tips for sending successful emails:
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 Proper salutations should demonstrate respect and avoid mix-ups in case a message is
accidentally sent to the wrong recipient. For example, use a salutation like “Dear Ms. X”
(external) or “Hi Barry” (internal).
 Subject lines should be clear, brief, and specific. This helps the recipient understand
the essence of the message. For example, “Proposal attached” or “Your question of
10/25.”

 Close with a signature. Identify yourself by creating a signature block that

automatically contains your name and business contact information. It is becoming
increasingly common for businesses to add First Nations Land Acknowledgements to
their email signatures. For example, at Kwantlen, we can use: “At KPU we work, study,
and live in a region south of the Fraser River which overlaps with the unceded traditional
and ancestral lands of the Kwantlen, Musqueam, Katzie, Semiahmoo, Tsawwassen,
Qayqayt and Kwikwetlem peoples.”
 Be brief. Omit unnecessary words.
 Use a clear format. Include line breaks between sentences or divide your message into
brief paragraphs for ease of reading.
 Your email should have one purpose. If you find yourself covering more than one
topic in your email, you should consider sending multiple emails so that your reader does
not miss important information.
 Reread, revise, and review. Catch and correct spelling and grammar mistakes before
you press “send.” It will take more time and effort to undo the problems caused by a
hasty, poorly written email than to get it right the first time.
 Reply promptly. Watch out for an emotional response—never reply in anger—but
make a habit of replying to all emails within 24 hours, even if only to say that you will
provide the requested information in 48 or 72 hours.
 Use “Reply All” sparingly. Do not send your reply to everyone who received the
initial email unless your message absolutely needs to be read by the entire group.
 Test links. If you include a link, test it to make sure it is complete.
 Announce email attachments in your message.
 Give feedback or follow up. If you don’t get a response in 24 hours, e-mail or call.
Spam filters may have intercepted your message, so your recipient may never have
received it.

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Letters

Letters are brief messages sent to recipients that are usually outside the organization

(Bovee & Thill, 2010). They are often printed on letterhead paper and represent the business
or organization in one or two pages. Because communications are increasingly electronic,
letters are getting rarer in the workplace. Often, they’re reserved for important
communications that have legal implications, such as offering someone a job or trying to
collect money your organization is owed.
As genres shift, business communicators are trapped in a weird situation where business
documents are set up like letters but are set electronically. For example, your cover letter
might be attached as a PDF to an email.
Regardless of the type of letter you need to write, it can contain up to fifteen elements in five
areas. While you may not use all the elements in every case or context, they are listed in
Table below
Table Elements of a business letter

No Content Guidelines
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1 Return address This is your address where someone could send a reply. If your letter
includes a letterhead with this information, either in the header
(across the top of the page) or the footer (along the bottom of the
page), you do not need to include it before the date.

2 Date The date should be placed at the top, right or left justified, five lines
from the top of the page or letterhead logo.

3 Reference (Re:)  Like a subject line in an e-mail, this is where you indicate what the
*optional letter is in reference to, the subject or purpose of the document.

4 Delivery Sometimes you want to indicate on the letter itself how it was
*optional delivered. This can make it clear to a third party that the letter was
delivered via a specific method, such as certified mail (a legal
requirement for some types of documents).

5 Recipient note This is where you can indicate if the letter is personal or confidential.
*optional

6 Salutation A common salutation may be “Dear Mr. (full name).” If you are
unsure about titles (i.e., Mrs., Ms., Mr., Mx., Dr.), you may simply
write the recipient’s name (e.g., “Dear Cameron Rai”) followed by a
colon.A comma after the salutation is correct for personal letters, but
a colon should be used in business.The salutation “To whom it may
concern” is appropriate for letters of recommendation or other letters
that are intended to be read by any and all individuals. If this is not
the case with your letter, but you are unsure of how to address your
recipient, make every effort to find out to whom the letter should be
specifically addressed. For many, there is no sweeter sound than that
of their name, and to spell it incorrectly runs the risk of alienating the
reader before your letter has even been read. Avoid the use of
impersonal salutations like “Dear Prospective Customer,” as the lack
of personalization can alienate a future client.

7 Introduction This is your opening paragraph, and may include an attention

statement, a reference to the purpose of the document, or an
introduction of the person or topic depending on the type of letter. An
emphatic opening involves using the most significant or important
element of the letter in the introduction. Readers tend to pay attention
to openings, and it makes sense to outline the expectations for the
reader up front. Just as you would preview your topic in a speech, the
clear opening in your introductions establishes context and facilitates
comprehension.

8 Body If you have a list of points, a series of facts, or a number of questions,

they belong in the body of your letter. You may choose
organizational devices to draw attention, such as a bullet list, or
simply number them. Readers may skip over information in the body
of your letter, so make sure you emphasize the key points clearly.
This is your core content, where you can outline and support several
key points. Brevity is important, but so is clear support for main
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 point(s). Specific, meaningful information needs to be clear, concise,
and accurate.

9 Conclusion An emphatic closing mirrors your introduction with the added

element of tying the main points together, clearly demonstrating their
relationship. The conclusion can serve to remind the reader, but
should not introduce new information. A clear summary sentence will
strengthen your writing and enhance your effectiveness. If your letter
requests or implies action, the conclusion needs to make clear what
you expect to happen. This paragraph reiterates the main points and
their relationship to each other, reinforcing the main point or purpose.

10 Close “Sincerely” or “Cordially” are standard business closing statements.

Closing statements are normally placed one or two lines under the
conclusion and include a hanging comma, as in Sincerely,

11 Signature Five lines after the close, you should type your name (required) and,
on the line below it, your title (optional).

12 Preparation line If the letter was prepared or typed by someone other than the
signatory (you), then inclusion of initials is common, as in MJD or
abc.

13 Enclosures Just like an e-mail with an attachment, the letter sometimes has
(attachments) additional documents that are delivered with it. This line indicates
what the reader can look for in terms of documents included with the
letter, such as brochures, reports, or related business documents. Only
include this line if you are in fact including additional documentation.

14 Courtesy copies or The abbreviation “CC” once stood for carbon copies but now refers to
“CC” courtesy copies. Just like a “CC” option in an e-mail, it indicates the
relevant parties that will also receive a copy of the document.

15 Logo and contact A formal business letter normally includes a logo or contact
information information for the organization in the header (top of page) or footer
(bottom of page).

Let’s take a look at a sample letter.

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References

[1] Bovee, C., & Thill, J. (2010). Business communication essentials: A skills-based

approach to vital business English (4th ed.). Upper Saddle River, NJ: Prentice Hall.
[2] Guffey, M. (2008).Essentials of business communication(7th ed.). Mason, OH:
Thomson/Wadsworth. [3] Tripler. (2001). Fisika Untuk
[4] Shea, V. (1994).Netiquette. San Francisco, CA: Albion Books.

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