COMMUNICATION SKILLS

TOPIC (6)
Email, Memo and Letter
Use and Formatting

SALAHEDDIN ABU YAHYA 10/29/2019

EMAILS, MEMOS, AND LETTERS:
➢ Emails are generally used both within an organization (in-house) and
outside an organization, when the subject is relatively informal and
routine.

➢ Memos are a short piece of text, whose main function is to record

important information. They are used only for communication within
an organization, especially when the subject is more formal, non-
routine, and more serious than what you’d write in an email.

SALAHEDDIN ABU YAHYA 10/29/2019 2

EMAILS, MEMOS, AND LETTERS:
➢ Letters are typically sent to recipients outside an organization.
Letters might also be used within an organization if the topic is very
formal and/or non-routine.

SALAHEDDIN ABU YAHYA 10/29/2019 3

EMAILS, MEMOS, AND LETTERS:
➢ Emails: Inside and Outside organization

➢ Memos: Inside organization

➢ Letters: Outside organization (usually)

SALAHEDDIN ABU YAHYA 10/29/2019 4

MEMOS WORDS FORMATTING:
To: Recipient’s name (and, if desired, title).

From: Sender’s name (and, if desired, title).

Date: Written out as month, day, year.

Subject: One-Line “Headline”.

➢ You can capitalize ONLY the first letter of the MAIN/MAJOR words.

SALAHEDDIN ABU YAHYA 10/29/2019 5

MEMOS FORMATTING:
1. ID or Subject Line: To:
From:
Date:
Subject:

2. Introduction: One or two clear sentences that describe what

you want and why you are writing. Keep it short and simple.

3. Discussion:

Respond to the following questions:

– Who – What -When -Why -Where –How?

4. Conclusion:
SALAHEDDIN ABU YAHYA
End with a directive close. 10/29/2019 6
Memos:

SALAHEDDIN ABU YAHYA 10/29/2019 7

Memos:

SALAHEDDIN ABU YAHYA 10/29/2019 8

SALAHEDDIN ABU YAHYA 10/29/2019 9
FORMAL EMAILS:
➢ Written to a professor, colleague, boss, etc.
➢ Must always be professional.
➢ Accurate grammar, punctuation, and spelling
necessary.
Why is E-mail important?
➢ Time and efficiency.
➢ Convenience.
➢ Internal/External Use.
➢ Cost.
➢ Documentation. SALAHEDDIN ABU YAHYA 10/29/2019 10
FORMAL EMAILS:

SALAHEDDIN ABU YAHYA 10/29/2019 11

E-MAIL FORMATTING:
➢ Email programs have To and Subject boxes for you to fill in. The date is

automatically added. The “look” varies by program.

➢ As for memos, the Subject Line should be specific, “headlining” what

this is about for a busy reader scrolling through hundreds of emails.

SALAHEDDIN ABU YAHYA 10/29/2019 12

E-MAIL FORMATTING:

SALAHEDDIN ABU YAHYA 10/29/2019 13

EMAIL SALUTATIONS:
➢ When writing to someone you do not know by name, you put “To
Whom it May Concern.”

➢ When applying for a job, you would address the person by, “Dear
Hiring Manager.”

➢ If you do know the recipient’s name, you put “Dear Mr./Ms. Smith.”

➢ For a formal salutation, you should not use the recipient’s first name
or the informal greetings “Hello” or “Hey.”

SALAHEDDIN ABU YAHYA 10/29/2019 14

EMAIL SALUTATIONS:
➢ When writing to someone you do not know by name, you put “To
Whom it May Concern.”

➢ When applying for a job, you would address the person by, “Dear
Hiring Manager.”

➢ If you do know the recipient’s name, you put “Dear Mr./Ms. Smith.”

➢ For a formal salutation, you should not use the recipient’s first name
or the informal greetings “Hello” or “Hey.”

SALAHEDDIN ABU YAHYA 10/29/2019 15

EMAIL BODY:
➢ As always, a message needs an Introduction, a Body, and a Closing.

➢ Use one blank line between paragraphs to avoid “Wall of Text”

Syndrome!

➢ The advice is to, if possible, limit email length to what appears on the
screen.

➢ But consider the average-sized computer monitor screen, and use that
as a suggested guideline.

SALAHEDDIN ABU YAHYA 10/29/2019 16

EMAIL BODY:
➢ It is important to remember that an email needs to be concise.

➢ The first sentence, known as the opening sentence, can be a

greeting if the situation allows it:

• I hope all is well with you.

• Thank you for your prompt response.

➢ For most formal emails it is best to get straight to the point.

➢ Depending on the subject, you should have a maximum of four

paragraphs and each paragraph should contain a single point.

➢ The advice is to, if possible, limit email length to what appears

on the screen.

SALAHEDDIN ABU YAHYA 10/29/2019 17

EMAIL BODY:
➢ It is also important to provide questions in order to prompt a
response.

➢ At the end of your last paragraph you should provide a closing like:
“thank you” or “call to action”.

▪ Thank you for your time and I look forward to hearing back

from you.

▪ Please feel free to call or email me if you have any questions.

▪ I would appreciate it if this could be taken care of promptly.

SALAHEDDIN ABU YAHYA 10/29/2019 18

EMAIL SIGNATURE BLOCK:
➢ Use the complimentary close “Sincerely,” if the email is formal.

➢ You can also use “Thank you.”,“ Best Regards”.

➢ Most professionals use an automatically inserted “Signature,” which

appears at the end of emails.

SALAHEDDIN ABU YAHYA 10/29/2019 19

EMAIL SIGNATURE BLOCK:

SALAHEDDIN ABU YAHYA 10/29/2019 20

AVOID IN EMAILS WRITING:
➢ Casual/Unprofessional Tone.
➢ Do not use any of the following in professional e-mail messages:
▪ B/C for because.
▪ UR for you’re.
▪ 2 for too/to.
▪ BTW for by the way.
▪ B4 for before.
▪ TIA for thanks in advance.

SALAHEDDIN ABU YAHYA 10/29/2019 21

FORMAL AND INFORMAL VOCABULARY:

SALAHEDDIN ABU YAHYA 10/29/2019 22

EXERCISE:
Examples:

➢ Hi y’all! (informal)

To Whom it May Concern

1. I am pleased to inform you that you have won

our grand prize.

2. I hope all is well with your new career choice.

3. I can’t help you with that cuz it’s too hard.

4. Hi, how are you?

SALAHEDDIN ABU YAHYA 10/29/2019 23

EXERCISE:
Hello Professor Smith,

I’m sorry to tell you but im sick and will not be able to come to class. See
ya Wednesday.

Jason

Dear Professor Smith,

I am sorry to inform you, but I will not be able to attend class today
because I am ill. Would it be possible for you to let me know what I have
missed? Thank you for your help and I will see you in class on
Wednesday.

Sincerely,

Jason Jones SALAHEDDIN ABU YAHYA 10/29/2019 24

EXERCISE:
Dear Sir/Madam,

I am a graduate from menlo college. I got a degree in business and would

now like to use it. Your company looks interesting. Can I come in for an
interview? I have alot of experience from my schooling and extra
courses. I think I can help the company alot. Please respond to my email
to let me know.

Thanks,

Max Oates

SALAHEDDIN ABU YAHYA 10/29/2019 25

Dear Hiring Manager,
My name is Max Oates. I recently graduated in May from Menlo College
with a Bachelor of Science in Business Management and a concentration
in Marketing. I was recommended to contact you concerning job
opportunities from my advisor Dr. Nancy Drew. I believe that I would be
an excellent candidate for a job.
I have taken many courses to prepare me for a job in marketing. These
courses include Principles of Marketing, Marketing Research, Strategic
Marketing Management, Consumer Behavior, and Internet Marketing. I
have also recently interned at Google as an Internet Marketing
Researcher. Through my many marketing classes and internship, I have
learned to be a strong team member that values time management and
communication.
I believe that I can be a valued asset to your company. My phone
number and alternative email are listed below. I look forward to hearing
from you.
Sincerely,
Max Oates
maxoates@gmail.com
555-555-5555

26
SALAHEDDIN ABU YAHYA 10/29/2019
EXERCISE:
Good Morning Dr. Smith,

The attached document is my qualify test proposal. Please read it and

appreciate for your suggestions. Additionally, could you please schedule
a time for my defense between March 7 and Mach 11?

If you are not available during that time, I can schedule another one. Look
forward to your reply. Thank you for your time very much!

SALAHEDDIN ABU YAHYA 10/29/2019 27

EXERCISE:
Dear Dr. Smith,
Good morning!
The attached document is my qualified test proposal. If you could
please read it and make any suggestions I would greatly appreciate it.
Additionally, could you please schedule a time for my defense
between March 7 and March 11?
If you are not available during that time, I can schedule another date. I
look forward to your reply. Thank you for your time.
Best regards,

SALAHEDDIN ABU YAHYA 10/29/2019 28

EXERCISE:
……………. Mr. Jon,

I am interested ……………. studying at your language school and I am

writing ……………. request further information about your courses.
Please could you tell me ……………. there are still places available on
the summer courses? I ……………. also like to know how much a three-
week course …………….. Finally, I would be ……………. if you could
send me details of the accommodation that is available. I look …………….
to ……………. from you.

Yours …………….,

Amit Khan

SALAHEDDIN ABU YAHYA 10/29/2019 29

EXERCISE:
…Dear…. Mr. Jon,

I am interested …in…. studying at your language school and I am writing

……to……. request further information about your courses. Please could
you tell me …if……. there are still places available on the summer
courses? I …would…. also like to know how much a three-week course
…cost….. Finally, I would be …grateful…. if you could send me details of
the accommodation that is available. I look …forward…. to …hear…. from
you.

Yours …sincerely….,

Amit Khan

SALAHEDDIN ABU YAHYA 10/29/2019 30

E-MAILING PHRASE BANK:
Starting an e-mail:
▪ Thank you for your e-mail asking about...
▪ Thank you for your e-mail concerning...
▪ Thank you for your e-mail enquiring...
▪ My name is [x] and I would....
▪ I have been asked to ....
Making reference:
▪ With reference to your e-mail, I...
▪ In response to your e-mail, we can confirm...
▪ With regard to your e-mail, the...
▪ Following our phone conversation, I...
▪ I am writing with reference to your enquiry.
▪ Thank
SALAHEDDIN you for your email enquiring about...
ABU YAHYA 10/29/2019 31
E-MAILING PHRASE BANK:
Starting an e-mail:
▪ would like to introduce myself, my name is [x] . I would
like to …
▪ My name is [x] and I would....
▪ I hope this email finds you well,
▪ I hope things are well with you.
▪ I would like to thank you for your time at the last ….
▪ Thank you for your last e-mail asking about...
▪ Making reference:

▪ With reference to your e-mail, I...

▪ In response to your e-mail, we can confirm...
▪ With regard to your e-mail, the...
▪ Following our phone conversation, I...
▪ I am writing with reference to your enquiry.
SALAHEDDIN ABU YAHYA 10/29/2019 32
E-MAILING PHRASE BANK:
Making a request:

▪ We would be grateful if you could...

▪ I would be much obliged...
▪ We would appreciate it if ....
▪ Could you please (not very formal)...
Informing:

▪ I am writing to inform you that...

▪ Please be advised that...
▪ I am writing to advise you that...
▪ Just to let you know…
▪ A quick note to tell you…
SALAHEDDIN ABU YAHYA 10/29/2019 33
E-MAILING PHRASE BANK:
Replying to a request:
▪ As you requested, please find attached...
▪ As you suggested, I am sending you my CV/resumé
▪ In answer to your enquiry, I am attaching information which I hope will
be useful to you.
▪ As promised, I am sending you the...
▪ As requested,
▪ As suggested,
▪ Here is / Here are
▪ We are happy to...
▪ We wish to inform you...
▪ Please find attached...
▪ We regret to inform you...
▪ WeSALAHEDDIN
are sorry to tell you...
ABU YAHYA 10/29/2019 34
E-MAILING PHRASE BANK:
Expressing thanks:
▪ I/we am much obliged to you for...
▪ I am grateful to you for...
▪ Thank you for your reply.
▪ Thank you for your advice regarding...
▪ I am writing to thank you for your assistance ..
▪ Thanks for...(informal)
Apologizing:
▪ We were (very/extremely/most) sorry to hear
about ...
▪ I/We regret that ...
▪ I/We apologize for...
SALAHEDDIN ABU YAHYA 10/29/2019 35