All You Can WriteAll You Can Write

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).

Communication Communication

It is important to know how to It is important to know how to communicate in different situations.communicate in different situations.

Examples:Examples: When is writing a memo appropriate?When is writing a memo appropriate? Should I write a formal letter?Should I write a formal letter? Are instructions necessary?Are instructions necessary? Is an e-mail proper?Is an e-mail proper?

InstructionsInstructions A message describing how something is to A message describing how something is to

be done be done Think of these as orders, commands, Think of these as orders, commands,

advice, or directives.advice, or directives. Instructions lists steps for doing an activity Instructions lists steps for doing an activity

or completing a task.or completing a task. Instructions should be used to outline the Instructions should be used to outline the

steps to be followed in order to complete steps to be followed in order to complete an assignment, activity, or project an assignment, activity, or project correctly.correctly.

Instructions to keep your sister from annoying Instructions to keep your sister from annoying you:you:

By Katrina, 9, Cardiff, WalesBy Katrina, 9, Cardiff, Wales

When your sister is screaming at you and and you are When your sister is screaming at you and and you are feeling down here is what you do. feeling down here is what you do.

1. First scream in her ear. 1. First scream in her ear.

2. Then if that doesn't work imitate her and annoy her. 2. Then if that doesn't work imitate her and annoy her.

3. Take her teddy bear. 3. Take her teddy bear.

4. If that doesn't work run away and never come back! 4. If that doesn't work run away and never come back!

DirectionsDirections

information, particularly as to how to information, particularly as to how to reach a destinationreach a destination

Directions to Opry Mills MallDirections to Opry Mills Mall

1. From Lavergne 2.1. From Lavergne 2. Take the 1st left Take the 1st left onto onto Washington StWashington St 3.3. Turn right onto Turn right onto S Lowry StS Lowry St 4.4. Take the Take the TN-266 S/ Sam TN-266 S/ Sam Ridley PkwyRidley Pkwy ramp to ramp to I-24I-24 5.5. Merge Merge onto onto TN-266/ Sam Ridley Pkwy ETN-266/ Sam Ridley Pkwy E 6.6. Take the ramp onto Take the ramp onto I-24 WI-24 W 7.7. Take exit Take exit 5454 for for TN-155/ Briley PkwyTN-155/ Briley Pkwy 8.8. Turn Turn right onto right onto TN-155 N/ Briley Pkwy ETN-155 N/ Briley Pkwy E 9.9. Take exit Take exit 1111 for for Opry Mills DrOpry Mills Dr 10.10. Continue straight Continue straight 11.11. Continue straight Continue straight onto onto Opry Mills DrOpry Mills Dr 12.12. Turn right Turn right 13.13. Turn left Turn left

Friendly LettersFriendly Letters

In a friendly letter, you write to In a friendly letter, you write to someone you know, using an someone you know, using an

informal tone. informal tone. A friendly letter often tells about A friendly letter often tells about

recent events in the writer’s life.recent events in the writer’s life.

Business LettersBusiness Letters Business letters are formal messages Business letters are formal messages

following specific formats. They may following specific formats. They may be addressed to a particular person be addressed to a particular person or organization. A business letter is or organization. A business letter is used between companies, used between companies, customers, and other people that are customers, and other people that are not considered friends.not considered friends.

MemosMemos A memo is a document sent within a A memo is a document sent within a

company or organization. It is company or organization. It is presented in short form, highlighting presented in short form, highlighting certain aspects. A memo is not certain aspects. A memo is not signed.signed.

E-mailE-mail People write e-mail messages for People write e-mail messages for

many different reasons – to chat with many different reasons – to chat with friends and family, communicate friends and family, communicate with coworkers, sometimes apply for with coworkers, sometimes apply for a job. Therefore, they can be as a job. Therefore, they can be as informal as note left on the fridge or informal as note left on the fridge or as formal as a business letter – make as formal as a business letter – make sure you get the right tone!sure you get the right tone!

ReportsReports

A written document describing the A written document describing the findings, results, or conclusions of findings, results, or conclusions of some individual or group some individual or group

The writing in a report is clear and The writing in a report is clear and concise and uses an objective, concise and uses an objective, impersonal tone.impersonal tone.

So, when should I write So, when should I write

a business letter,a business letter,

a memo,a memo,

or an email?or an email?

Business LettersBusiness Letters

Formal ToneFormal Tone They may be addressed to a particular They may be addressed to a particular

person or organization. person or organization. A business letter is used between A business letter is used between

companies, customers, and other people companies, customers, and other people that are not considered friends.that are not considered friends.

MemosMemos

Less formal than letters, yet more Less formal than letters, yet more formal than e-mails. Use a professional formal than e-mails. Use a professional tone.tone.

Presents important information to other Presents important information to other members of a company or organization.members of a company or organization.

Write clearly and concisely.Write clearly and concisely. Contain a header that tells who it is Contain a header that tells who it is

from, who it is to, the date, and the from, who it is to, the date, and the subject. subject.

E-mailsE-mails

Less Formal Less Formal o Chat with friends or familyChat with friends or family

FormalFormalo Official Business (Submitting work to a Official Business (Submitting work to a

teacher or applying for a job)teacher or applying for a job)

Sample Test QuestionsSample Test Questions