Work-Related TextsWork-Related Texts

SPI 0601.3.12 Select the most appropriate format for writing a specific work-related text(i.e., instructions, directions, letters, memos, e-mails, reports).

Communication Communication It is important to know how to It is important to know how to

communicate in different situations.communicate in different situations.Examples:Examples:

When is writing a memo appropriate?When is writing a memo appropriate? Should I write a formal letter?Should I write a formal letter? Are instructions necessary?Are instructions necessary? Is an e-mail appropriate?Is an e-mail appropriate?

InstructionsInstructions

Instructions outline the steps to be Instructions outline the steps to be followed in order to complete an followed in order to complete an assignment, activity, or project correctly.assignment, activity, or project correctly.

Think of these as orders, commands, Think of these as orders, commands, advice, or directions.advice, or directions.

DirectionsDirections Information that explains how to Information that explains how to

reach a destinationreach a destination

ReportsReports A written document describing the A written document describing the

findings, results, or conclusions of findings, results, or conclusions of some individual or group some individual or group

The writing in a report is clear and The writing in a report is clear and concise and uses an objective, concise and uses an objective, impersonal tone.impersonal tone.

Friendly LettersFriendly Letters In a friendly letter, you write to In a friendly letter, you write to

someone you know, using an someone you know, using an informal tone. informal tone.

A friendly letter often tells about A friendly letter often tells about recent events in the writer’s life.recent events in the writer’s life.

To whom might you write a friendly To whom might you write a friendly letter?letter?

Business LettersBusiness Letters A business letter is written between A business letter is written between

companies, customers, and other companies, customers, and other people that are not considered friends.people that are not considered friends.

Business letters are formal messages Business letters are formal messages

following specific formats. They may following specific formats. They may be addressed to a particular person or be addressed to a particular person or organization. organization.

MemosMemos A memo is a short document sent A memo is a short document sent

within a company or organization within a company or organization that conveys important information. that conveys important information. A memo is not signed.A memo is not signed.

Sample MemoSample Memo

E-mailE-mail EElectronic lectronic mail mail which is sent through the which is sent through the

internetinternet

People write e-mail messages for many People write e-mail messages for many different reasons – to chat with friends different reasons – to chat with friends and family, communicate with and family, communicate with coworkers, sometimes apply for a job. coworkers, sometimes apply for a job.

They can be as informal as a note left on They can be as informal as a note left on the fridge or as formal as a business the fridge or as formal as a business letter – make sure you get the right letter – make sure you get the right tone!tone!

When should I write When should I write

a business letter,a business letter,

a memo,a memo,

or an email?or an email?

Business LettersBusiness Letters Formal ToneFormal Tone They may be addressed to a particular They may be addressed to a particular

person or organization. person or organization. A business letter is used between A business letter is used between

companies, customers, and other companies, customers, and other people that are not considered friends.people that are not considered friends.

MemosMemos Less formal than letters, yet more formal Less formal than letters, yet more formal

than e-mails. Use a professional tone.than e-mails. Use a professional tone. Presents important information to other Presents important information to other

members of a company or organization.members of a company or organization. Write clearly and concisely.Write clearly and concisely. Contain a header that tells who it is Contain a header that tells who it is

from, who it is to, the date, and the from, who it is to, the date, and the subject. subject.

E-mailsE-mails Less Formal Less Formal

o Chat with friends or familyChat with friends or family

FormalFormalo Official Business (Submitting work to a Official Business (Submitting work to a

teacher or applying for a job)teacher or applying for a job)

Sample Test QuestionsSample Test Questions