English for Specific Purposes

• There is power in proper correspondence. When you write using English in the

  workplace context and purposes, you must observe writing in a professional manner. This is

  because your technical documents do not only communicate, They also serve as the face

  and the goodwill of the company in relating to the world of business. Your correspondence is

  key to making the business more efficient. It also enables the continuity of the business

  activity and at the same time, the business organization and its relation to other businesses

  remain intact.
• Correspondence- It refers to the communication through the exchange of letters.

  Correspondence is communication in writing between two persons on

  matters of personal/official/ business interest.

  • Correspondence refers to the media or means through which views are

  expressed and information or ideas are communicated in writing in the

  process of business activities.
• Memo (memorandum or reminder) is normally used for communicating policies,

  procedures, or related official business within an organization.

  It is written from a one to all perspective (like mass communication) broadcasting a

  message to an audience rather than a one-on-one, interpersonal communication.

  It may also be used to update a team on activities for a given project or to inform a

  specific group within a company of an event, action, or observance.
• Business letters serve as a means of information exchange in a written format for the

  process of business activities.

  -It can take place between organizations, within organizations, or between the

  customers and the organization.

  -The correspondence is generally of widely accepted formats that are followed

  universally.
• Electronic Mail (E-mail) is a system that allows people to send messages to each other

  electronically.

  It is a method of exchanging digital messages, designed primarily for human use.

  It is an electronic message sent from one device to another. With e-mails, people can

  send and receive messages with attachments.
• ⚫ Directives are memos that tell employees what to do.

  ⚫ Instructions, which tell people inside and outside the company how to do something,

  may take the form of memos, letters, or even booklets. But directives and instructions are

  both considered routine messages because readers are assumed to be willing to

  comply.
• ⚫ The goal in writing directives and instructions is to make the point so obvious and the

  steps so self- explanatory that readers will not have to ask for additional help.

  ⚫ Directives and instructions are especially important within companies; faulty internal

  directives and bungled instructions are expensive and inefficient.

  ⚫ -The key with instructions is to take nothing for granted. Assuming that readers know

  nothing about the process you are describing is better than risking confusion and

  possible damage or harm by overlooking some basic information.
• How to write Instructions

  1. Include four elements as needed; an introduction, a list of equipment and materials,

  a description of the steps involved in the process, and a conclusion.

  2. Explain in the opening why the process is important and how it relates to a larger

  purpose.

  3. Divide the process into short, simple steps, presented in order of occurrences.

  4. Present the steps in a numbered list or present them in paragraph format, making

  plentiful use of words indicating time or sequence, such as first and then.
• If the process involves more than ten steps, divide them into groups or stages identified with headings.
• Phrase each step as a command (“Do this” instead of “You should do this); use active verbs, specific terms ('three' instead of 'several')
• When appropriate, indicate how readers may tell whether a step has been performed correctly and how one step may influence another.
• Supply warnings when performing a step incorrectly that could result in damage or injury, but limit the number of warnings so that readers do not underestimate their importance.
• Include diagrams of complicated device, and refer to them in the appropriate steps.
• Summarize the importance of the process and the expected results in the conclusion.
• The INTRODUCTION reminds the

  reader why this memo is being

  written- as a follow up- and tells the

  reader what will happen next.
• The DISCUSSION allows you to develop

  your content.

  In this part, you want to respond to the

  reporter's questions (who, what, when,

  why, where, how)
• CONCLUSION, conclude your memo with

  a complimentary close and/or a directive

  close. A complimentary close motivates

  your readers and leaves them happy.
• LETTERHEAD- Many companies have stationary letterhead. If you are using an ordinary paper, type the

  letterhead at the center part of the bond paper. The letter head includes the name of the company,

  business address and most often the contact information. However, the company name and address

  can be sufficient.
• B. TO/FOR- The label TO/FOR should be CAPITALIZED, typed at the left side of the paper.

  The audience of this memo can be individual employees or a group.
• FROM- The label FROM should be capitalized always. Write your name and your position in the

  company. Be consistent with the format or location of your position. This should be consistent, too

  with the format of the receiver of the memorandum.
• DATE- Include the date the memorandum is written. It can be written following the American

  format (MM/DD/YYYY) or the British format (DD/MM/YYYY) depending on a company’s

  preference.
• E. BODY – The body is the same as in writing an ordinary business letter. Make sure each paragraph

  conveys one main idea. The body of the memorandum should be short and simple. Any

  attachments should be mentioned in the body part. Common closing sentence in the body parts

  include:

  For strict compliance.

  For your information.

  Please act accordingly.

  For your guidance.

  For strict implantation.

  For information and proper guidance.

  For proper dissemination.
• 1. Memos are an important part of interpersonal communication in the workplace.

  2. Subject lines are read by 100 percent of your audience.

  3. Use a topic and focus on your subject line.

  4. In the introduction, state what you want and why you are writing.

  5. In the discussion section, state the details.

  6. Conclude the telling the reader what you plan to do next or what you expect him

  or her to do next. You might also want to date this section.

  7. Consider the level of your audience when you write a memo.