essay essentials - chapter 20

Copyright © 2015 by Nelson Education Ltd.

NETA PowerPoint® Slides

to accompany

prepared by

Rhonda Dynes

Mohawk College

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Writing in the Workplace: Memos, Letters,and ShortReports

Chapter 20

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Similarities between Academic Essays and Workplace Writing

● They include an introduction, body, and conclusion. ● They include the main message (thesis in an essay, main message in workplace writing) up front. ● They are written with an audience focus. ● They contain research as appropriate. ● They are organized according to writing purpose. ● They are to be carefully edited and proofread. ● They contain formatting appropriate to their style and function.

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MemosThe memo, or memorandum in its fully written form, is the shortest of our workplace documents. Its purpose is to transmit information to a large number of people quickly.

This is why, for the most part, it has been eliminated in favour of emails. The subject line of a memo or email is very important—like the cover page, the title of your essay, or your thesis, it is an indicator of the contents within.

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Memos cont’dMost memos look like this:

Emails should be prepared in a similar way:

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Memos cont’d

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Most memos

● are written for a specific audience

● contain three paragraphs (an introduction, a body, and a conclusion)

● offer information or request information

● are written on letterhead and formatted with appropriate information up front

● do not contain a traditional close or signature line (that information appears at the top)

A memo’s length can vary but usually doesn’t go over two pages.


Letters

The letter resembles the essay quite closely in the way that paragraphs are laid out, but, as with memos, the information within can vary widely.

Business letters are typically written in a formal style called a full block format.

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Letters: Formatting GuidelinesFull Block Format

Information about both who is sending the letter and who is receiving it is included at the top of the letter.

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Letters: Formatting Guidelines

Full Block Format cont’d

Body paragraphs (there will be five: an introduction, your three points, and a conclusion) should be written in the same format as an essay. You want to ensure clarity, show confidence, and put forward your thesis in an interesting and easy-to-read way.

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Letters: Formatting Guidelines

Full Block Format cont’d

Make sure to leave space at the bottom of the page so the letter doesn’t look cramped.

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LettersTo summarize, letters

● include formal elements such as your address, the recipient’s full name and address, the date, and a greeting or salutation

● include an introduction, discussion of at least three main points, and a conclusion

● include a complimentary close and your typed name, with space between for your signature

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Letters cont’d ● are audience-focused

● use “I,” but not too frequently

● contain relevant information only

● are carefully edited and proofread like any other piece of writing

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Short ReportsShort reports, usually one to three pages, present information in such a way that the reader can quickly take action in response to that information. Reports are often persuasive, though sometimes they simply provide information for its own sake.

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Short ReportsShort reports, usually one to three pages, present information in such a way that the reader can quickly take action in response to that information. Reports are often persuasive, though sometimes they simply provide information for its own sake.

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Formatting Short ReportsLong reports, of four pages or more, are often broken down into discrete sections and contain a title page and a table of contents. One common way to format longer reports is to include the following six sections:

● summary ● introduction ● discussion ● conclusion ● recommendations ● appendixes

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Formatting Short Reports cont’dAlmost all short reports include an introduction, a discussion section, and a conclusion or recommendations section. These sections are identified in the report with titles: “Introduction,” “Discussion,” and “Conclusions/Recommendations.” The short report doesn’t usually contain a summary since it is already short, nor does it contain sections at the end in the form of appendixes. It also collapses the conclusion and recommendations into one section.

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Formatting Short Reports cont’dOnce you complete the Introduction, which outlines your work, you come to the Discussion section, where you elaborate and give main points.

After that, you would write a conclusion or recommendation. Your conclusions and recommendations should follow naturally from your discussion.

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Formatting Short Reports cont’dFinally, most reports have action and change in mind, and your conclusion should reflect that.

Consolidating the information into a report and then providing it to your audience usually involves attaching a letter or memo to introduce the contents. If you are distributing a short report internally within the place you work—a memo would suffice. If you are sending the report out externally, a letter might be more appropriate.

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Short Report SuggestionsAlthough there are many types of reports, always keep in mind these two priorities:

1. The reader comes first in almost all writing.

2. Readability is key.

Make sure your work is well edited and proofread, and contains a clear request for action.

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Summary• Workplace writing uses many of the same skills as

(and some very similar formats to) essay writing.• Memos are used as brief requests or pieces of

information, and emails are electronic versions of them.

• Letters are very similar to essays and have a variety of workplace uses.

• Short reports are used to request changes or to provide organized information on a workplace topic.

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essay essentials - chapter 20

Education

nelson education

memos contdmost memos

appropriate information

memos contd20

formatting appropriate

request information

written form

business letters