Exposition (Letters, Memos, E-mails, Reports and Notices)
Letters
DEFINITION
A letter is a direct or personal written or printed message addressed to a
person or organisation. (Merriam-Webster Dictionary)
The most commonly used form of written communication is the letter. For
both social (informal) and business (formal) purposes, the ability to write
letters is an important accomplishment.
LETTER WRITING PRINCIPLES
The three general principles on which all letters are based are:
Clarity
clearly expressed content that avoids ambiguity
(vagueness).
Concisene All irrelevant and uninteresting details are excluded
ss
Courtesy
Must be polite and courteous in tone; abusive language is
objectionable (intolerable)
LETTER FORMATS AND PUNCTUATION:
Social
Sample of Social Letter
Business
Sample of Business Letter
FORMAL VS INFORMAL LETTERS: WHEN DO WE CHOOSE?
We write formal letters for the following purposes:
1. To apply for a job
2. To complain to an establishment
3. To apologise
4. To request permission
5. To invite someone
Letters to banks, businesses, companies, schools and government
offices are formal letters and are written in a formal style.
Personal letters are written in an informal style, like that of a
conversation.
We write informal letters:
1. To have a natural and relaxed chat
2. To chat about things at home, school and our neighbourhood
3. To share ideas and feelings with a friend or relative
4. To thank/ invite/ congratulate a friend or relative
Memorandum (s) /Memoranda (p)/Memo (abb)
DEFINITION
A Memorandum is a written message in business or diplomacy.
Sometimes in organisations, reports are written in the form of
memoranda (commonly called “Memos”) to the persons who have to
make decisions or take action.
CHARACTERISTICS OF MEMOS
Memos are meant to:
1. be brief
2. be factual
3. improve flow of information
PURPOSE
They are used to:
þ send announcements
þ send instructions
þ send requests
þ document incidents in writing
IN WHICH SETTINGS DO WE WRITE MEMOS?
●​
Memos are written within organisations. It is the method of
communication between:
●​
employer and employee in businesses
●​
staff and administration in schools,
●​
et cetera
NB: Once individuals are part of the organisation, they communicate
with each other through a memorandum.
FORMAT
þ To whom it is being sent and position in company
þ From whom it is sent and position in company
þ Date on which it is written (month, day, year)
þ Subject of memo (preview phrase; not a sentence)
SAMPLE
MEMORANDUM
To:
From:
Date:
Subject:
Mr V. Anglin, Dean of Students
Mr R. Smith, Head of Biology Department
September 21, 2004
Student Indiscipline in Canteen
On Wednesday, September 20, 2004, I received a report that Paul
Harvey of 5B had taken two plates of food for lunch.
​
I spoke to Paul and he denied the charge claiming that he
had given the second plate of food to an unnamed student.
​
A few minutes later I made a surprise check at the table
where he and his friends were eating. I discovered the extra plate of food
which no one on the table claimed.
​
I am asking you to consider whether disciplinary action
against Paul Harvey is appropriate.
Electronic Mails or E-mails
DEFINITION
E-mails are messages distributed by electronic means from one
computer user to one or more recipients via a network.
E-MAIL “NETIQUETTE”
Just as with writing letters, the recipient determines whether you write a
formal or informal email. As such, there are particular dos and don’ts to
consider when attempting to compose a formal email.
DOS
DON’TS
1. Use a professional email
1. Do not email angry
address
2. Avoid exclamation points
2. Be clear in subject line and
3. Do not send one-liners
match message
(“Thanks”; “oh ok”)
3. Briefly introduce yourself
4. Avoid using shortcuts:
to new recipients
emoticons or slang
4. Keep it short and get to the
5. Do not share sensitive
point
information
5. Maintain privacy
RECIPIENTS OF FORMAL E-MAILS
ü teacher
ü (future)boss
ü business contact
ü government agency
FORMAT
To:
Subject:
Body of letter
Formal salutation
· Dear Mr Jones: (If known)
· Dear Sir/Madam: or To Whom it May Concern (if unknown)
Introduce yourself and purpose for writing
· For example, when writing to a potential employer, you might say:
"My name is Earl Rivers. I'm contacting you to apply for the
administrative assistant position listed on CareerXYZ.com."
To-the-point message
· Be direct but polite
· Keep it brief
· Use formal language
Include necessary attachments
· For example, include a note like “I am attaching a copy of my
resume and portfolio, in PDF format.”
Complementary close
· Yours respectfully
· Yours sincerely
Information courtesy of
https://www.inc.com/guides/2010/06/email-etiquette.html and
https://www.wikihow.com/Write-a-Formal-Email (Click links to find more
details)
SAMPLE:
Reports
DEFINITION:
A report is an account usually presented in details
EXPECTATIONS:
Reports are expected to be:
Objective
– not based on personal feelings or opinions;
unbiased
Accurate
– factual/based on facts
Comprehensive
– including required details
Helpfully
organised
– information is placed in logical order/sequence
TYPES OF REPORTS
· Police
· Sports
· Missing person
· Club project
· Eyewitness
· Business
· School
· News
SIMPLE REPORTS OUTLINE:
Introduction
Body
Conclusion
Introduces account with the 4Ws in reasonable order
(who, what, when, where)
Gives details of the what and sometimes why
Explains the outcome or may give
recommendations/suggestions for an outcome
SAMPLE:
Scenario:
There was an incident on the school’s recreation ground during a
friendly cricket match between female students when two male
students interrupted and one’s action caused the injury of one of
the players. As the head prefect of the school, write a formal report
to be sent to the principal.
Report on incident on the recreation ground on 15 June, 2004
The incident on the school’s recreation ground occurred on 15 June,
2004 at midday. The girls of Form One were engaged in a friendly cricket
match with the girls of Form Two when two male students interrupted the
match and one caused injury to one of the players.
In the middle of the match, Shane Williams, a student of Form Four and
Gary Moore, a student of Form Three entered the field and began
heckling the girls. As Sasha, one of the players, ran to take a catch,
Shane ran towards her, tripped her and caused her to fall. Her mouth
struck Shane’s boots and began to bleed. Gary tried to stop the bleeding
with his handkerchief but he failed.
Mr Roger Paine, the Physical Education teacher was called to
assist. He took Sasha to the hospital where she was treated by a nurse
in the Casualty department. Mr Paine then took Sasha home to her
parents. There, an explanation was given to the parents as to the cause
of the incident. The Physical Education teacher, Mr Paine, is conducting
an investigation of the incident.
Notices
DEFINITION
A notice is a written announcement in a place where everyone can read
it. (Collins Dictionary)
A notice is a formal means of communication.
PURPOSE
The purpose of a notice is to:
þ announce or display information to a specific group of people
þ be pinned up on specific display boards whether in schools or in public
places
þ invite to a meeting
þ announce any event
þ issue certain instructions
þ make appeals, et cetera
GUIDELINES
A notice should contain information regarding an event that is going to
happen or that has happened.
ü It must provide complete information: short and grammatical
sentences.
ü It must have a title which should preferably be a phrase, not a
sentence.
ü The language should be impersonal – passive voice is preferred.
ü The notice should mention the name of the person / body organizing
the event.
ü The notice must be dated and it must answer the questions: when,
where, why, what and how.
FORMAT
§ Name of the issuing agency/authority
§ The word: “NOTICE”
§ Date of issue/Release of the notice
§ Title/Subject of the Event
§ BODY (Date/time/duration/Place/Venue)
§ Authorized signatory (Name, Designation and signature)
SAMPLE QUESTION:
The residents of Swetes Village have been experiencing water shortage
for nearly 3 years. You are planning to hold a meeting of your village
members. Write a notice in about 50 words inviting the residents to
attend the meeting to protest against the water shortage. You are Karen
Joseph, President of the Swetes Village Residents’ Welfare Association.
SAMPLE ANSWER: