WORKPLACE

WRITING –
MEMO AND
ELECTRONIC
MESSAGE
 GENRE FOCUS – MEMO
WRITING
 Memos are concise messages which are very
significant to the flow of information within any
professional organization or school clubs.
 Memo is less formal compared to a business letter and
may be differ in terms of length from a few sentences
to several paragraphs or pages. The purpose is to share
information as clear and effective as possible.
SPECIFIC FUNCTIONS OF A MEMO
 Avenue for you to ask and answer question;
 Describe or define procedures
 Provide short reports ; and
 Remind others about deadlines and
meeting
ORGANIZATION OF A MEMO
HEADING
Type the word “Memo” at the top and put it on a center
 Date: the month, day and year
 To: name of the reader or receiver
 From: name of the one giving or sending the memo
 Subject: topic of the memo which is clearly stated

BODY
 Beginning : state why you are writing the memo
 Middle: give the necessary details by listing or enumerating the most
significant points.
 Ending: Emphasize on what happen next. Be clear on the action or
response you would want from the receivers or readers

NOTE: Unlike other letters, there is no complimentary closing in a

memo .
HEADING: it gives the DATE:JULY 27,2015
date ,recipients , sender and TO: City High School Chess Club Members
the subject or topic of the (CHSCCM
memo FROM: Apollo Rashid A. Cacho, President ,
CHCCCM
SUBJECT: Election of New officers
BEGINNING: Tells the The election for new club of the chess club
purpose of the memo will be held on Friday, July, 31 at 10:00 am
in the students conference hall.
MIDDLE: Adds significant The oath of the new officers will be
details the oath of office of the assisted by Mr. Reyes.
new officers to be assisted by
Mr. Reyes. Dr. Belen will also talk about
opportunities to join chess tournaments
abroad .
ENDING: Makes a call of action. Please confirm your attendance to the said
election before the end of the day on
Thursday.
 EDITING
Editing for conversation:
 Does the memo have accurate and appropriate punctuation?
 Are there any grammatical errors?
REVISING
The following questions will help you improve
your writing:
 Is my topic established and understood?
 Is my purpose clear?
 Do I have effective beginning, middle and end?
 Is my memo concise as it is supposed to be?
 Have I used friendly and positive tone?
GENRE FOCUS- MESSAGING
Characteristics of an Electronic Mail
The fastest and most convenient medium
of communication in this generation is
probably through the E-mail. It is practical
and economical because it saves paper and
time. It allows sharing of information to
several individuals simultaneously.
 ORGANIZATION OF AN
E-MAIL MESSAGE
HEADING Contains the address and the subject
BEGINNING Like any letters, there is one liner salutation, e. g.
Dear, then developed the subject in the first sentences of
your message. Be straight to the point.

MIDDLE Give all the necessary information or details of your

message but keep your paragraph concise. Limit your
message to one or two screens and organize your ideas
using numbers, lists, or headings.
ENDING Give a polite closure and make sure your reader is aware
what follow-up action is required
The Dos and don’ts of E-mail Messaging

DOS DON’TS
•Use an instructive or informational •Avoid writing “hello” or “hi” as your
subject line which clearly states what subject line.
the email is about.
•Prioritize the most significant •Use bulleted or numbered point to
information first. make message clear
•Use simple grammar. •Share personal information that you
don’t want anyone else to find out.
•Use bulleted or numbered point to •Never use all capital letters, this is
make message clear. considered shouting.
•Use or write short sentences. •Don’t use acronyms like BTW, smileys.
They may be misunderstood and
considered unprofessional.
EDITING
Editing for mechanics
Check each others grammar, spelling, punctuation and style.
Is everything clear, well structured and easy to understood?

REVISING
Revising for clarity
Revise your work as you answer the following
question:
 Is my message complete, clear, and accurate?
 Do I have effective beginning, Middle and End?
 Is my tone appropriate for my reader?
THAT’S ALL &
THANK YOU
FOR
LISTENING