Language Studies and Academics: Technical Reporting 1 – CM2180
Workplace Correspondence (1)
Elements of Memos and Letters
Attached to this sheet are three documents:
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A memo from the Supervisor of Medical Labs at CNAQ Medical Corp.
A letter from Faisal Al Marri that will accompany his group’s proposal to the Projects
and Research Department.
A tip sheet explaining how to write a memo
Elements of memos and letters
1. In the sample memo and letter, find and label eight of the following elements of workplace
correspondence:
a. Attachment line
b. Attention line
c. Complimentary close
d. Distribution notation
e. Enclosure notation
f. Inside address
g. Initials
h. Salutation
i. Subject line
j. Writer’s identity
2. How are an “enclosure notation” and an “attachment line” similar?
3. How are an “enclosure notation” and an “attachment line” different?
4. How could a writer use his or her initials in a written memo?
Graphic Highlighting
5. When used effectively, graphic highlights improve readability and show professionalism. On
the sample memo and letter, identify six places where graphic highlighting is used.
Graphic highlighting includes:
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Headings
Bullets
Numbered lists
Bolding
Italics
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Language Studies and Academics: Technical Reporting 1 – CM2180
CNAQ MED CORP
Duheil, Qatar
4495-2800
CNAQMedco.org.qa
Interoffice Memo
DATE:
September 5, 2013
TO:
Medical Lab Department
COPIES:
General Manager, Operations
Budget Analyst, Finance
FROM:
Abdullah Al Saad, Supervisor
RE:
Request for Proposals (New lab equipment)
________________________________________________________________________
CNAQ Med Corp is planning to redesign its laboratory exhaust system now used in Plant B. Periodic
testing has shown that emission levels are often unacceptable and the Department of the Environment
has indicated that the company must find a more efficient exhaust system for this plant.
Therefore, we are asking that design engineers currently employed at CNAQ Med Corp submit
individual or group proposals that would help the company to select the exhaust system that will meet
its needs and satisfy environmental standards set by the State of Qatar.
Proposals should include the following sections:
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Statement of the problem and discussion of the background
Focus for the research you will undertake
Procedure you will follow in your research
Sources you will use to find solid factual information
Costs associated with producing your proposal to CNAQ Med Corp
Proposals should be submitted to the attention of the Projects Manager (Projects and Research
Department) before 4:00 p.m., October 23, 2009. After that date, a management team will consider
the proposals and, if possible, select an individual or group to undertake the study of various
laboratory exhaust systems and ultimately make recommendations to the company.
________________________
Abdullah Al Saad
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Language Studies and Academics: Technical Reporting 1 – CM2180
P. O. Box 46893
Doha, Qatar
September 11, 2103
Projects and Research Department
CNAQ-Med-Co
Duhail, Qatar
Attention: Projects Manager
RE: Proposal (Exhaust Redesign: Pharmacology Laboratory)
Enclosed you will find a formal proposal from a three person team in response to CNAQMED-Co.’s request for proposals for research on an exhaust redesign for the Pharmacology
Laboratory in Building 20.
This team is made up of engineers with different specializations and each is currently
employed with the company.
We believe that we have submitted a complete document that outlines clearly how we will
proceed with our research and arrive at solid conclusions and recommendations for Q-CoGas.
Should you require further information or would like to discuss this proposal personally, then
feel free to contact me by email at faisal@q-co-gas.qa or at my mobile: 5553-4453.
Sincerely,
Faisal Al Marri
Enclosure
cc: Jassim Affifa
Jaber Al Khalid
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Language Studies and Academics: Technical Reporting 1 – CM2180
Model Memo (Explanatory Example)
Date:
September 12, 2013
To:
Students of CM2180
From:
Miss Instructor
Re:
How to Write a Memorandum (memo)
Purpose
Generally, you should clearly state your purpose at the beginning of the memo and request
the action you want at the end. Confine your memo to a single purpose. If you have two
purposes, write two memos.
Take the time to analyze your reader; that is, consider how he or she wishes to be approached
with your message. Consider the tone or language that will appeal to the reader.
Because your organization pays you to think and to communicate that thinking to others, be
sure to include the following content:
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I am writing because …
The facts are …
I will, or I propose that you …
Formatting
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Use 1-inch margins all around (1¼-inch left margin if the memo will be punched and
inserted in a binder)
Left justify margins
Use block-style paragraphs
Single-space your memo
Double-space a very short memo
Use 12-point Times New Roman as the default
Use the spell-check function
Practice
Compose a memo to notify all Engineering students about an upcoming meeting at the
college with representatives of Exxon Mobile about job opportunities. Your purpose is
to encourage all Engineering students to attend the meeting.
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