The document provides guidance on writing formal emails and memos for work. It discusses choosing an appropriate tone depending on who the message is for - a boss, colleague, assistant, or staff. Examples are given of paraphrasing phrases to avoid repetition. An email is drafted informing all staff that due to economic reasons, English courses will be cancelled except for those in the export department. A sample response is also included.

2. Memo→ internal Email →in and ex
50 words→ about 4 sentences
3 bullet points
15 minutes

3. Check who you are writing to → write in a
certain way
 To the boss: very respectful or friendly ? asking,
suggesting
 Collegue: friendly way, slightly informal
 Assistant: respectful but giving orders
 Staff: impersonal

4. Paraphrasing
You will not be able to attend
the conference scheduled
for the following week.
Invent detail
Add a date

5. Make it real → add details
Use the information given in instructions How would
you paraphrase and add to the following?
You are about to launch a new product. Inform..
Our Ipod O6 is coming out on janury the 12th and I would like all of you to come
Your company has decided to suspend language lessons..
Due to economic reasons the company has decided to call off french lessons
You must visit a new client. Write…
Recently I received an email from the mananger of Onix and he wanted to arrange a meeting on Febreuary
the 15th

6. Do not repeat the words given (Paraphrase)
Substitute :
 I will / will not be able to attend…for personal reasons i’m not going to
make it to the meeting
 Call Mr. Johnson….I’m going to contact Mr.Johnson
 I will travel…I’m going on a trip
 Book a hotel….I’m going to make a hotel reservation

7. A General Memo: impersonal
To all members of the staff, / To whom it may concern,
 I would like to inform / This is to inform
 Starting October 14 Th
 In order to … (reduce expenses)

8. Email - 1
Due to the economical situation, English courses have
been cancelled for all except those in the export dept.
 Inform the staff
 Explain why
 Say who will continue to attend
Check who you are
writing to → write in a
certain way
Do not repeat the words
given (Paraphrase)
Make it real → add
details
Use all the bullet points
50 words→ about 4 sentences
3 bullet points
15 minutes

9. Write Email 1 here
 Only then look at the sample answer (next slide).
 If you wish to change or correct yr mail, do so in
another slide.
 To all members of the staff
 I would like to inform you that English lessons will be
suspended, due to the financial situation the company
is going through.The only ones that will be able to
attend are the ones on the export department,

10. Sample answer
To all members of the staff,
This is to inform that starting October 14th the English
courses will no longer be continued in order to reduce
expenses. The reason for this is the high cost of the
classes during these difficult times. This will enable us
to lower expenses until economical situation is
reversed.
This concerns all staff except the ones in the
Exportation Department
Is it too long? Check the number of words. Check the way
the sentences start.

11. Sample answer
To all members of the staff,
This is to inform that starting October 14th the English
courses will no longer be continued in order to reduce
expenses. We are going to be able to lower expenses
until economical situation is reversed.
This concerns all staff except the ones in the
Exportation Department
Is it too long? Check the number of words. Check the way
the sentences start.

12. Email 2
Memo
To: export and administration dept.
From: training manager
Date: Oct 14th
Subject: Spanish courses
 Write a memo informing your company members that thanks to
the new exportation regulations, a new branch will be open in
Argentina and as from Oct 19th Spanish courses will be given to
those members who require them.

13. Well done!