CH 05

Copyright © 2015, 2012, 2010 by Pearson Education, Inc. All rights reserved.
CHAPTER 5
Letters, Memos, and E-Mail
PowerPoint by Priya Sirohi, MA

Purdue University
CHAPTER 5 Letters, Memos,
and E-Mail
In this chapter, you will learn:
• The role of correspondence in the technical

workplace
• The basic features of letters, memos, and e-
mails
• How to plan, organize, and draft letters, memos,
and e-mails
CHAPTER 5 Letters, Memos,
and E-mail
In this chapter, you will learn:
• Common patterns for letters, memos, and e-mails

• How to choose an appropriate style for
correspondence
• How to design and format letters and memos
Features of Letters, Memos,
and E-Mails
Letters
• Written to people outside the company
• Formal
Memos
• Written to people inside the company
E-mails
• Written to people inside or outside the company
Features of Letters, Memos,
and E-Mails (Cont’d)
A letter, memo, or e-mail will generally have

the following features.
• Header
• Salutation
• Introduction
• Body paragraphs
• Conclusion
• Signature
Which section should look
to the future?
A. Body paragraphs
B. Introduction
C. Conclusion
D. Signature
Which section should look
to the future?
A. Body paragraphs
B. Introduction
C. Conclusion
D. Signature
Make a Plan and Do Research
• Prepare thoroughly for important

correspondence
• Answer the Five-W and How
Questions
• Determine the Rhetorical Situation
Organize and Draft
Your Message
Introduction with a purpose and main point:

• Subject
• Purpose
• Main point
• Background information
• Importance of the subject
Body that provides need-to-know information
Organize and Draft
Your Message (Cont’d)
Conclusion that restates the main point:

• Thank the readers
• Restate your main point
• Look to the future
Which of the following
statements is true?
A. Purpose for writing should be placed in the

conclusion
B. Avoid personal connections
C. Assume your reader understands the topic
D. Mapping can help identify topics and support
Which of the following
statements is true?
A. Purpose for writing should be placed in the

conclusion
B. Avoid personal connections
C. Assume your reader understands the topic
D. Mapping can help identify topics and support
Decide What Kind of Letter,
Memo, or E-mail is Needed
• Inquiries
• Responses
• Transmittal letters and memos
• Claims or complaints
• Adjustments
• Refusals
What is the purpose
of a transmittal letter?
A. It should state the reason materials are being sent

B. It should ask for a remedy
C. The purpose is to ask for information
D. The purpose is to respond to an issue
What is the purpose
of a transmittal letter?
A. It should state the reason materials are being sent

B. It should ask for a remedy
C. The purpose is to ask for information
D. The purpose is to respond to an issue
Choose the Style,
Design, and Medium
Style and design must fit the rhetorical

situation
Strategies for developing an appropriate
style:
• Use the “you” style
• Create a tone
• Avoid bureaucratic phrasing
Choose the Style, Design,
and Medium (Cont’d)
Designing and Formatting Letters and

Memos
Many companies use templates
Formatting letters
• Use letterhead
• Use an inside address
• Include a greeting
Choose the Style, Design,
and Medium (Cont’d)
Formatting envelopes
Formatting memos
• Header
• Message
Which greeting is the most
appropriate for a business letter?
A. To whom it may concern:

B. A business letter should not have a greeting
C. Dear Hiring Manager:
D. John,
Which greeting is the most
appropriate for a business letter?
A. To whom it may concern:

B. A business letter should not have a greeting
C. Dear Hiring Manager:
D. John,
Using E-Mail for Transcultural
Communication
Tips for using e-mail transculturally:
• Allow time to form a relationship

• Use titles and last names
• Focus on facts
• Use attachments only when needed
• Use plain text
Using E-Mail for Transcultural
Communication (Cont’d)
Tips for using e-mail transculturally:
• Limit or avoid photographs and graphics

• Avoid clichés at the closing
• Avoid humor
• Create a simple signature file with your contact information
• Use simple grammar and proofread carefully
Why should you avoid photos
in international e-mails?
A. The images may mean different things to different cultures
B. Photos don’t always transfer properly
C. Photos may take up a large amount of memory
D. All of the above
Why should you avoid photos
in international e-mails?
A. The images may mean different things to different cultures
B. Photos don’t always transfer properly
C. Photos may take up a large amount of memory
D. All of the above
Microgenre: Workplace
Texting and Tweeting
Tips for effective texting and tweeting at work:
• Write longer text messages

• Spell out most words and punctuate
• E-mail or call when it’s important
• Make sure you’re doing work
• Don’t text or tweet during meetings
• Don’t use texting to flirt at work
• Remember: Texts and tweets sent with company phones are not private

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Copyright © 2015, 2012, 2010 by Pearson Education, Inc. All rights reserved.

Letters, Memos, and E-Mail

PowerPoint by Priya Sirohi, MA

In this chapter, you will learn:

• The role of correspondence in the technical

In this chapter, you will learn:

• Common patterns for letters, memos, and e-mails

A letter, memo, or e-mail will generally have

• Prepare thoroughly for important

Introduction with a purpose and main point:

Conclusion that restates the main point:

A. Purpose for writing should be placed in the

A. Purpose for writing should be placed in the

A. It should state the reason materials are being sent

A. It should state the reason materials are being sent

Style and design must fit the rhetorical

• Avoid bureaucratic phrasing

Designing and Formatting Letters and

• Use an inside address

A. To whom it may concern:

A. To whom it may concern:

Tips for using e-mail transculturally:

• Allow time to form a relationship

Tips for using e-mail transculturally:

• Limit or avoid photographs and graphics

A. The images may mean different things to different cultures

B. Photos don’t always transfer properly

C. Photos may take up a large amount of memory

D. All of the above

A. The images may mean different things to different cultures

B. Photos don’t always transfer properly

C. Photos may take up a large amount of memory

D. All of the above

Tips for effective texting and tweeting at work:

• Write longer text messages

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