BUCAS GRANDE FOUNDATION COLLEGE

TARUC, SOCORRO SURIGAO DEL NORTE

Discussants: Alabat, Meljones C. Course: Technical Writing

Jumadaz, Jasmine Rhiz C.
Pangatungan, Jelian T. Instructor: Rose Jane Adobas
Program & Year: BSEd -English 1 and 3

Emails, Memorandum and Business Letters

1. Emails in Technical Writing

Emails are a core component of communication in technical environments. They serve various functions such as
updates, clarifications, requests, and documentation. Email, or electronic mail, is a system for sending and
receiving digital messages over a network, typically the internet. It allows users to exchange text, attachments,
and other multimedia content. Email is a widely used form of communication, both for personal and
professional use.

 Purpose: Efficient, timely communication among team members, clients, or stakeholders. Email allows
users to communicate with each other by sending messages containing text, attachments (like
documents, images, or videos), and other multimedia content.
 Tone: Professional, concise, and to the point.
 How it works: Email systems use a network of computers (like the internet) to deliver messages from
one user to another. A sender writes a message and sends it to a mail server, which then relays the
message to the recipient’s mail server.
 Email Address: Each user has an email address, which is a unique identifier that allows other users to
send them messages. An email address typically follows the format username@domain.com, where
“username” is the user’s identifier and “domain.com” is the name of the email service provider, like
Gmail or Yahoo.
 Usage: Email is used for a variety of purposes, including:
Personal communication: Sharing messages and files with friends and family.
Professional communication: Sending business emails, sharing reports, and coordinating work.
Academic and research: Sharing research papers, collaborating on projects, and communicating with
peers.
Online shopping and banking: Receiving confirmations, notifications, and updates about online
transactions.

 Structure:
o Subject Line: Clear and informative.
o Greeting: Respectful and appropriate to context.
o Body: Direct, well-organized, often using bullet points or numbered lists.
o Closing: Polite and action-oriented (e.g., “Please let me know by Friday”).
Example:
Subject: Update on Software Patch v2.3 Deployment
Hi Team,
The patch for v2.3 has been deployed successfully. Please review the release notes attached.

2. Memorandum in Technical Writing

A memorandum (memo) is used for internal communication within an organization. It is more formal than an
email but less formal than a business letter. A Memorandum of Agreement (MOA) is a legally binding
document outlining a cooperative relationship between parties to achieve a shared objective. It details the
responsibilities, terms, and conditions of the agreement, and can be considered a contract once formally
accepted and signed by both parties.
 Purpose:
To inform, instruct, or record decisions internally.
To provide a written and formal understanding of the agreement between parties.
To define the scope and responsibilities of each party in a cooperative project or undertaking.
To establish a legal framework for collaboration and cooperation.
To minimize potential disputes and misunderstandings by clearly outlining the terms and conditions of
the agreement.
To protect the interests of all parties involved by creating a legally binding agreement.

 Key Characteristics of a Memorandum of Agreement:

Formal Agreement: A MOA formalizes a mutual understanding between parties, outlining their
commitment to a specific project or goal.
Legally Binding: Once signed, an MOA becomes a legally enforceable contract, meaning parties are
obligated to uphold their commitments.
Specific Responsibilities: The MOA clearly defines the roles, expectations, and obligations of each
party involved in the agreement.
Shared Objectives: MOAs are used to establish a common purpose or objective that the parties will
work towards together.
Terms and Conditions: The MOA outlines the terms and conditions under which the agreement will
operate, including timelines, resources, and any other relevant details.
Risk Allocation: MOA’s often allocate and minimize risks for each party involved, ensuring that
everyone understands their responsibilities in case of unforeseen circumstances.

 Common Uses:
Policy updates, meeting outcomes, internal proposals.
Service Contracts: Agreements for outsourcing services like IT support, maintenance, or cleaning.
Joint Venture Agreements: Partnerships between companies to collaborate on a specific project.
Business Partnerships: Agreements between individuals or companies to share in the profits and losses
of a business venture.
Employment Contracts: Agreements between employers and employees, outlining the terms of
employment.
  Structure:
o Header (To, From, Date, Subject)
o Introduction (purpose of the memo)
o Body (details, background, action items)
o Conclusion (next steps or summary)

Example:
To: Engineering Team
From: QA Manager
Subject: New Bug Reporting Procedure
Starting May 20, all bugs must be logged using the new tracking tool outlined in the QA Handbook (section
4.1).

3. Grammar Principles in Writing Emails and Memos

Clarity and professionalism in emails and memos depend heavily on proper grammar.
 Key Grammar Principles:
o 1. Use Active Voice
Passive (less clear): 'The report was submitted by the team."
Active (clearer & more direct):"The team submitted the report."
o 2. Ensure Subject-Verb Agreement
Incorrect: "The list of items are on the desk." ("List" is singular, but "are" is plural.)
Correct: "The list of items is on the desk."
o 3. Avoid Run-On Sentences and Fragments
Run-on (incorrect): "The meeting is at 3 PM we need to prepare the slides."
Correct (two separate sentences): "The meeting is at 3 PM. We need to prepare the slides."
Fragment (incomplete thought): "Because the deadline was extended."
Correct (complete sentence): "We have more time because the deadline was extended."
o 4. Use Parallel Structure When Listing Items
Non-parallel (incorrect): "The manager asked us to review the data, writing a summary, and
submit the files." (Mixing verb forms: review, writing, submit)
Parallel (correct): "The manager asked us to review the data, write a summary, and submit the
files." (All verbs in the same form.)
o 5. Be Mindful of Tone and Word Choice—Stay Polite but Direct
Too blunt/rude: "Send me the files now."
Polite & professional: "Could you please send me the files at your earliest convenience?"
o 6. Punctuation Is Crucial
Missing comma changes meaning: "Let’s eat Grandma!" (Incorrect). "Let’s eat, Grandma!"
(Correct)
Misplaced period in emails: "Please review the attached document Let me know if you have
questions." (Missing period after "document.") "Please review the attached document. Let me
know if you have questions." (Correct)
4. Business Letters in Technical Writing
Business letters are formal documents used for external communication—such as with vendors, partners, or
clients. A business letter is a formal written message, typically used for professional correspondence between
businesses, or between businesses and their clients or customers. It's designed to be clear, concise, and
professional, often following a specific format.

 Purpose: To convey decisions, requests, proposals, or information in a formal, legally binding way.
 Features:
o Formal tone and structure.
o Printed on company letterhead (in most cases).
o Carefully edited and proofread.
Types: Inquiry letters, complaint letters, cover letters, follow-up letters, etc.

5. Forms and Styles of Business Letters

There are several formatting styles, each with slight differences in alignment and spacing:
 Block Format: Most common. All text left-aligned, no indentation. Paragraphs separated by a space.
 Modified Block: Same as block, but the date, closing, and signature line start at the center or right
margin.
 Semi-block: Like modified block, but paragraphs are indented.
 Parts of a Business Letter:
o Sender’s Address
o Date
o Recipient’s Address
o Salutation (e.g., “Dear Mr. Chen”)
o Body (introduction, details, conclusion)
o Closing (e.g., “Sincerely,”)
o Signature and Name