Writing memo ,professional statement , and email

Aniya Williams
ENC3213G1; Professional writing
Professor Jean Taylor
2023, September 14
 Email

TO: xyzcorporation employeesgmail.com

CC:

BCC:

FROM:[email protected]

SUBJECT: Request to follow basic criteria for effective messaging

Dear employees,

We have recently decided to adopt best practices of effective messaging to allow the company`s
employees to interact efficiently with the clients. It has come to our notice that some of our
customers complain of receiving long emails and some of them are deemed to be informal and
the tone is usually inappropriate. Therefore, I encourage every employee to take care of their
communication with our customers. As a matter of concern, we should also take note of our tone
when writing emails to our customers. However, I would like to share with you some of the
communication skills that will help each of you cope with the work of XYZ Corporation. The
following are some skills that you are requested to follow:

I. Prepare the message that you going to deliver in advance, to identify some mistakes
before sending it to a customer.
II. Check your message your message before you send it. Double-check what you have
written to make sure that words are communicating the intended message.
III. Be brief yet specific. For both written and verbal communication, practice being brief yet
specific enough that you provide detailed information for the individual to understand
what you are trying to say
IV. Treat everyone equally. Do not talk down to anyone, treat everyone with respect, and
treat others as your equal.
I hope that every employee will follow these basic communication skills as well as improve on
their tone while communicating with others. Otherwise, you can also add to yourself other skills
that I have not communicated. Finally, I want to encourage all of you to follow these basic
communication principles to aid our communication internal and outside our business and also to
help the company achieve its goals through our effective interaction. Thank you so much for
your time.

Sincerely yours

James King

MEMO

TO: Customer service team

FROM: Director of communication of XYZ Corporation

CC: All employees

DATE: September 14, 2023

RE: Letter of instruction and guideline on the communication skills

It has come to our notice that some of the customer servicer’s staff have lost their
communication tier with our customers. Thus I want to present these pieces of information to
every customer service team to mind on their communication language while interacting with
our clients. Having an understanding attitude in a business is essential for every employee since
they will muster their either written or verbal communication with other bodies of the
management. You-attitude has got its significance to the company. For instance, it is designed to
make the readers we are looking at a situation based on their perspectives (Jin, 2020). Using this
phrase makes the reader feel that they are respected and the company is also sensitive to their
feelings so that their egos are not hurt in any way. Furthermore, this form of communication
enhances the upward and downward communication in management.

1. Original sentence: though you seem less qualify than the other candidates, we have
decided to offer you the job anyway

Revised sentences: although your qualification are less, the company has appointed you for the
job.
 2. Original sentence: the management provides a generous package of benefits for its
employee to enjoy

Revised sentence: all employees receives benefits from the organization.

3. Original sentence: this latter has so many typos, I am beginning to regret hiring you

Revised sentence: your latter contain a lot of errors, it is unfortunate hiring you.

4. Original sentence : expect our phone call on or about october3 to schedule an

Revised sentence: we shall call you on October 3 to schedule an appointment with our delivery
person.

5. If you do not turn in your timecard punctually, you will not receive your paycheck

Revised sentence: please customer, return your timecard on time, in order to receive your
paycheck.

You-attitude is very useful especially when deliver a message to the customer, since most of
them feel that the company respect and value them. However, it is also important to the staff
since they learn to master the appropriate way of communicating to customers.

Yours sincerely

Jamesking @gmail.com

References
Jin, Y. (2020). Research on Language Characteristics of Business Letter Writing. Studies in
Literature and Language, 20(3), 128–137. https://doi.org/10.3968/11717

Interview Question
Written communication has great significance in our current business world. It is deemed as an
innovative activity of the mind. Effective communication is essential for preparing worth
improving materials for the business development and the organization. Effective writing entails
careful selection of appropriate words, and correct organization of words in sentences to form a
comprehensive statement. Written communication helps in putting down apparent principles,
policies, and rules for running a business. It also serves as a permanent means of
communication, therefore it is very important where records are used for future reference.
Additionally, it also aids in the proper signing of duties, and responsibilities since it is more
precise and explicit. It is a form of communication that provides records for future use.

Interviewee Name: James King

Position: senior data scientist

Company; xyz Corporation

Question 1: How important is writing and communication in their professional world?

Response:

Question 2: What best practices do you use when writing professionally?

Response:

Question 3: what are the most common errors they see in tone, language, and email writing?

Response:

Question 4: what are the various ways and practices the employees can adopt to advance their
communication skills

Response:

Question 5: how do you make sure that your emails are error free?

Response:

Reflection
As mentioned earlier, communication is an essential tool for every business development and
success. It provides an effective way of communicating with an organization. Based on the
interview regarding communication, we can articulate that written communication plays a vital
role in all business organizations. However, through the interview, I have learned that using an
appropriate tone of voice in communication enhances the relationship between the client and the
staff. Using the right etiquette when communicating with the consumer is very useful and it helps
maintain the reputation of the organization. However, the interview questions are significant
since they helps the interviewer gauge and evaluate the potential of a candidate in knowing how
to communicate professionally in writing.
In presenting communication through emails, it is also important for the staff to check and
correct some of the grammatical errors before sending the message to the recipient since the
grammar error can completely change the meaning of the message, not the way it was intended.
Spelling and mistakes can make the message look unprofessional, however, as an employee you
should use some tools to proofread your work before you send it to the client. Thus
communication is essential when solving complex issues that the company faces. The right
communication skills provide a clarification of any doubts about the issue that is being solved.
Finally, it is important to note that in every written communication, the tone matters. Usually
when making a written communication remember to maintain a tone of voice since it is very
important in written communication.

Professional Statement

I am a certified data scientist with more than three years of experience in reputable companies. I
have broad–based experience in creating data-intensive applications and solving complex
technical and scalability issues in diverse companies. Am proficient in predictive data modeling,
data, mining and data processing, and scripting language which are incorporated in Python and
Java. Am conversant in both verbal and written communication. Despite the aforementioned, I
also can adapt new technology in my field, hence if the company considers me I will explore all
my techniques to ensure the expansion plan of the company is achieved. I will also ensure that
organization resources are used carefully and all the junior staff in my department acquire the
necessary skills in information and technology.
For the past two years, I have worked as a junior data scientist in Wal-Mart and Apple
technological companies. During that time dealt with multiple projects and overlapping timelines
and learned to keep abreast of the project's success together with my senior staff. The experience
at the company gave me much training in leadership styles and also techniques and skills used in
the relevant situation. I hope to continue to hone these skills in my data scientist career and
cultivate extra knowledge in the field of information and technology acumen.
As a data scientist, I learned that it is important to continue to create despite how many failures
are encountered. Throughout my career, I have experienced multiple setbacks, including one in
which I faced rejection and obstruction from my colleagues but I never failed to achieve my
goals individually. At some time, projects that I initiated failed terribly due to poor design and
processing or both. However, I have learned to take strikes and learn from past mistakes to come
up with the best strategy for creating a workable project. Based on how the organization works, I
will employ all my approaches in coming up with a viable project that will help the organization
optimize its profits. I believe that if our department works in hand with other departments the
organization will yield multiple profits from our collaboration. As the leader of my department, I
will introduce communication skills to every employee to enhance their verbal and written
communication within the organization. I will also embrace the essence of using teamwork to
achieve the department’s goals.