SPI 0601.3.12 Select the most appropriate format for writing a specific work-related text (i.e., instructions, directions, letters, memos, e-mails, reports). Work-Related Texts
Communication It is important to know how to communicate in different situations. Examples: When is writing a memo appropriate? Should I write a formal letter? Are instructions necessary? Is an e-mail appropriate?
Instructions Instructions outline the steps to be followed in order to complete an assignment, activity, or project correctly. Think of these as orders, commands, advice, or directions.
Directions Information that explains how to reach a destination
Reports • A written document describing the findings, results, or conclusions of some individual or group • The writing in a report is clear and concise and uses an objective, impersonal tone.
Friendly Letters • In a friendly letter, you write to someone you know, using an informal tone. • A friendly letter often tells about recent events in the writer’s life. • To whom might you write a friendly letter?
Business Letters A business letter is written between companies, customers, and other people that are not considered friends. Business letters are formal messages following specific formats. They may be addressed to a particular person or organization.
Memos A memo is a short document sent within a company or organization that conveys important information. A memo is not signed. Sample Memo
E-mail Electronic mail which is sent through the internet People write e-mail messages for many different reasons – to chat with friends and family, communicate with coworkers, sometimes apply for a job. They can be as informal as a note left on the fridge or as formal as a business letter – make sure you get the right tone!
When should I write a business letter, a memo, or an email?
Business Letters • Formal Tone • They may be addressed to a particular person or organization. • A business letter is used between companies, customers, and other people that are not considered friends.
Memos Less formal than letters, yet more formal than e-mails. Use a professional tone. Presents important information to other members of a company or organization. Write clearly and concisely. Contain a header that tells who it is from, who it is to, the date, and the subject.
E-mails Less Formal Chat with friends or family Formal Official Business (Submitting work to a teacher or applying for a job)