Reviewer

Module 5

Memos

Type of memo:

Inquiries: A Request

Recommendations: Recommendation

Problem Solution: Fix Solution

MEMOS: STYLE FOR STUDENTS

UNIVERSITY ONLINE
Memo

DATE : August 9, 2019

TO : Users of Style for Students Online
FROM : Joe Santos
SUBJECT : Writing Memos for your Classes

The Audience for a Memo

 a one-on-one communication between writer and reader.

 communication between people who need to share information.

Typical Memo Format

•The Heading: includes two centered lines at the top Name of the Company and Memorandum.
The Left Margin are the DATE,To,FROM and SUBJECT.

•The Body: Introduction First then the body of memo

•The Closing Notations: Typing the word “Attachment” as a closing notation.

How Memos are Organized

o The first paragraph of a memo is typically used as a forecasting device.

o first directly stating the memo’s purpose, then setting forth the organization and
noting how the memo can be used.
 o Use Clear Headings
Keep Paragraphs Short
Be Concise

MEMOS: WRITING COMMONS

Other lines, such as CC or BCC, may be added as needed. A RE (“Reference”) line may be
used instead of SUBJECT.

Organization

•The direct organization strategy presents the purpose of the document in the first paragraph.

•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.

Style and Tone

• While memo reports and policy memos are examples of documents that have a more formal
tone, most memos will have a conversational style—slightly informal but still professional.

Common Memo Writing Situations

types of memos: • Policies (changes and new) • Instructions • Procedures

• Announcements • Trip reports

MEMOS: PURPOSE AND FORMAT

• The unofficial, informal communication network within an organization is often called the
grapevine, and it is often characterized by rumor, gossip, and innuendo.

Five Tips for Effective Business Memos

1. Audience Orientation

2. Professional, Formal Tone

3. Subject Emphasis

4. Direct Format

5. Objectivity
Module 6

WRITING LETTERS, RESUMES, and filling out PDS

LETTERS

•Five types of business letters are thank you letters, claim letters, adjustment letters, inquiry
letters, and transmittal letters. These letters can be written in a direct approach or an indirect
approach.

FORMAT OF BUSINESS LETTERS

 Use single spacing. NEVER use double spaces within the business letter.

 Use a simple format with a font that is easy to read.

 For block, and modified block formats use single spaces.

 Leave a blank line between each paragraph. This makes it easier to follow the changes
of topics within the letter.

CLOSING SALUTATION

Deemed professional include:

• Sincerely,

• Respectfully yours,

• Yours truly,

• Best,

Not too formal. Examples include:

• Kind regards,

• Best regards,

• Many thanks,

• With appreciation,

• Best wishes,

When in doubt about which type of salutation should be used, a simple “Thanks” or Thank
you” is always appropriate.

Always close a letter. ‘Sincerely’ would be the safest way to close out a business letter.
 HOW TO WRITE AN APPLICATION LETTER

 1. Review information about the company and position

-show your interest in the particular open role. review the company information.

Compare your qualifications and experience with the list of skills in that posting.

 2. Use a professional format

-Use single spacing, one-inch margins, and left alignment.

Times New Roman, in size from 11 to 12 points.

 3. Create the heading

-name and contact information, date, company name, and address.

eliminate your name and contact information from the header and put it at the bottom of
the email

 4. Address the letter to the hiring manager

-“Dear Mr. or Ms.” and their last name. If you’re not sure of the name or gender of the
individual reviewing your application, you can use the generic “To Whom It May Concern”
or “Dear Hiring Manager.”

 5. Open the letter by describing your interest

-Include your interest in the role and briefly state the main experience or qualification that
makes you a good fit.

 6. Outline your experience and qualifications

-The letter should highlight your experience, qualifications, and skills, positioned in a way
that aligns with the company’s goals and mission.

 7. Include aspects of your personality

-consider how you can incorporate aspects of your personality.

 8. Express appreciation

-express your appreciation to the hiring manager for reviewing your letter and
considering you for the position.

 9. Close the letter

-use “Sincerely” or “Best” to close the letter.

Job application tips

1. Emphasize your skills and abilities. 2.Stay concise. 3. Proofread the letter.
4. Review the job listing keywords.
5. Send a letter for every position to which you apply.
Module 7

Technical and Professional Communication

TECHNICAL PROPOSAL:

-A proposal is a systematic, factual, and persuasive description of a course of action or a set off
recommendations or suggestions.

-A proposal is an offer by one party to provide a product or service to another party in exchange
for money.

PURPOSE OF TECHNICAL PROPOSAL:

.Proposal in general aim to: Solve a problem, Alter a procedure, Find answers to questions,
Offer advice and training, or Conduct research on topic of interest to both parties.

IMPORTANCE OF TECHNICAL PROPOSAL:

o They aim at providing new and sound ideas to accelerate the advancement of our society.
o They act as an index of the company growth and progress.

Develop a useful skills: Communicative, Persuasive, Organizational Skills.

Enhances The power of: Estimation, Judgement, Discrimination in the writer.

TYPES OF TECHNICAL PROPOSAL:

o Sales Proposal
-Also known as Business Proposal.
o Research Proposal
-Usually academic in nature and mostly solicited.

Either Solicited or unsolicited

o Solicited Proposal
-The one which are invited or requested by a Government firm or another organization.
o Unsolicited Proposal
-are written without any request for a proposal.

o Formal Proposal
-Comparatively longer.
o Non-formal Proposal
 -Brief description of suggestions or Recommendation that are introductory in nature.
o Internal Proposal
-Addressed to readers within an organization.
o External Proposal
-Communicated to people outside the organization.

CHARACTERISTICS OF TECHNICAL PROPOSAL:

Essentially, technical proposals should:

Demonstrate, Be more Creative, include summary, background, objective.

All proposal have three main division:

Prefatory parts: Title page, Table of contents, Letter of transmittal, List of tables/figures, Draft,
executive summary.

Body of proposal: Introduction: Problem, Need, Background.

Technical procedures: Methods and sources, Plan of attack.

Managerial procedures: Sequence of activities, Personnel qualification, Equipment.

Cost estimate, Conclusion

supplementary parts: Appendices, Referrences

WRITING STRATEGIES FOR TECHNICAL PROPOSAL:

The Proposal should be Readable, Attractive, convincing.

o Pre-Writing
-Involves purpose identification, audience analysis, project analysis, scope determination, an
analysis of the action desired, and data collection.
o Writhing
-Involves organizing the data that has been collected, outlining what will be presented in the
proposal, and writing the first draft.
o Post-Writing