Exposition (Letters, Memos, E-mails, Reports and

Notices)
Letters
DEFINITION
A letter is a direct or personal written or printed message
addressed to a person or organisation. (Merriam-Webster
Dictionary)
The most commonly used form of written communication is the
letter. For both social (informal) and business (formal) purposes,
the ability to write letters is an important accomplishment.
 LETTER WRITING PRINCIPLES
The three general principles on which all letters are based are:
Clarity clearly expressed content that avoids ambiguity
(vagueness).
Conciseness All irrelevant and uninteresting details are
excluded
Courtesy Must be polite and courteous in tone; abusive
language is objectionable (intolerable)

LETTER FORMATS AND PUNCTUATION:

Social
Sample of Social Letter
Business
Sample of Business Letter
 FORMAL VS INFORMAL LETTERS: WHEN DO WE
CHOOSE?
We write formal letters for the following purposes:
1. To apply for a job
2. To complain to an establishment
3. To apologise
4. To request permission
5. To invite someone

Letters to banks, businesses, companies, schools and

government offices are formal letters and are written in a formal
style.

Personal letters are written in an informal style, like that of a

conversation.
We write informal letters:
1. To have a natural and relaxed chat
2. To chat about things at home, school and our
neighbourhood
3. To share ideas and feelings with a friend or relative
4. To thank/ invite/ congratulate a friend or relative
Memorandum (s) /Memoranda (p)/Memo (abb)
DEFINITION
A Memorandum is a written message in business or diplomacy.
Sometimes in organisations, reports are written in the form of
memoranda (commonly called “Memos”) to the persons who
have to make decisions or take action.
CHARACTERISTICS OF MEMOS
Memos are meant to:
1. be brief
2. be factual
3. improve flow of information
 PURPOSE
They are used to:
   send announcements
   send instructions
   send requests
   document incidents in writing

IN WHICH SETTINGS DO WE WRITE MEMOS?

• Memos are written within organisations. It is the
method of communication between:
• employer and employee in businesses
• staff and administration in schools,
• et cetera
NB: Once individuals are part of the organisation, they
communicate with each other through a memorandum.
FORMAT
   To whom it is being sent and position in company
   From whom it is sent and position in company
   Date on which it is written (month, day, year)
   Subject of memo (preview phrase; not a sentence)
 SAMPLE

MEMORANDUM
To: Mr V. Anglin, Dean of Students
From: Mr R. Smith, Head of Biology Department
Date: September 21, 2004
Subject: Student Indiscipline in Canteen
On Wednesday, September 20, 2004, I received a report that
Paul Harvey of 5B had taken two plates of food for lunch.
I spoke to Paul and he denied the charge claiming that
he had given the second plate of food to an unnamed student.
A few minutes later I made a surprise check at the table
where he and his friends were eating. I discovered the extra plate
of food which no one on the table claimed.
I am asking you to consider whether disciplinary action
against Paul Harvey is appropriate.
Electronic Mails or E-mails
DEFINITION
E-mails are messages distributed by electronic means from one
computer user to one or more recipients via a network.
 E-MAIL “NETIQUETTE”
Just as with writing letters, the recipient determines whether you
write a formal or informal email. As such, there are particular
dos and don’ts to consider when attempting to compose a formal
email.
DOS DON’TS
1. Use a professional email 1. Do not email angry
address 2. Avoid exclamation points
2. Be clear in subject line and 3. Do not send one-liners
match message (“Thanks”; “oh ok”)
3. Briefly introduce yourself to 4. Avoid using shortcuts:
new recipients emoticons or slang
4. Keep it short and get to the 5. Do not share sensitive
point information
5. Maintain privacy

RECIPIENTS OF FORMAL E-MAILS

✓ teacher
✓ (future)boss
✓ business contact
✓ government agency
FORMAT

To:
Subject:

Body of letter
Formal salutation
· Dear Mr Jones: (If known)
· Dear Sir/Madam: or To Whom it May Concern (if
unknown)

Introduce yourself and purpose for writing

· For example, when writing to a potential employer, you
might say: "My name is Earl Rivers. I'm contacting you to apply
for the administrative assistant position listed on
CareerXYZ.com."

To-the-point message
· Be direct but polite
· Keep it brief
· Use formal language

Include necessary attachments

· For example, include a note like “I am attaching a copy
of my resume and portfolio, in PDF format.”

Complementary close
· Yours respectfully
· Yours sincerely
SAMPLE:
Reports
DEFINITION:
A report is an account usually presented in details
 EXPECTATIONS:
Reports are expected to be:
Objective – not based on personal feelings or
opinions; unbiased
Accurate – factual/based on facts
Comprehensive – including required details
Helpfully – information is placed in logical
organised order/sequence

TYPES OF REPORTS

· Police
· Sports
· Missing person
· Club project
· Eyewitness
· Business
· School
· News
 SIMPLE REPORTS OUTLINE:
Introduction Introduces account with the 4Ws in reasonable
order (who, what, when, where)
Body Gives details of the what and sometimes why
Conclusion Explains the outcome or may give
recommendations/suggestions for an outcome

SAMPLE:
Scenario:
There was an incident on the school’s recreation ground during
a friendly cricket match between female students when two male
students interrupted and one’s action caused the injury of one
of the players. As the head prefect of the school, write a formal
report to be sent to the principal.
Report on incident on the recreation ground on 15 June, 2004
The incident on the school’s recreation ground occurred on
15 June, 2004 at midday. The girls of Form One were engaged in
a friendly cricket match with the girls of Form Two when two
male students interrupted the match and one caused injury to one
of the players.
In the middle of the match, Shane Williams, a student of
Form Four and Gary Moore, a student of Form Three entered the
field and began heckling the girls. As Sasha, one of the players,
ran to take a catch, Shane ran towards her, tripped her and caused
her to fall. Her mouth struck Shane’s boots and began to bleed.
Gary tried to stop the bleeding with his handkerchief but he failed.
Mr Roger Paine, the Physical Education teacher was called
to assist. He took Sasha to the hospital where she was treated by
a nurse in the Casualty department. Mr Paine then took Sasha
home to her parents. There, an explanation was given to the
parents as to the cause of the incident. The Physical Education
teacher, Mr Paine, is conducting an investigation of the
incident.

Notices
DEFINITION
A notice is a written announcement in a place where
everyone can read it. (Collins Dictionary)
A notice is a formal means of communication.
 PURPOSE
The purpose of a notice is to:
 announce or display information to a specific group of
people
 be pinned up on specific display boards whether in
schools or in public places
 invite to a meeting
 announce any event
 issue certain instructions
 make appeals, et cetera

GUIDELINES
A notice should contain information regarding an event that
is going to happen or that has happened.
 ✓ It must provide complete information: short and
grammatical sentences.
 ✓ It must have a title which should preferably be a phrase,
not a sentence.
 ✓ The language should be impersonal – passive voice is
preferred.
 ✓ The notice should mention the name of the person /
body organizing the event.
 ✓ The notice must be dated and it must answer the
questions: when, where, why, what and how.

FORMAT
 ▪ Name of the issuing agency/authority
 ▪ The word: “NOTICE”
 ▪ Date of issue/Release of the notice
 ▪ Title/Subject of the Event
 ▪ BODY (Date/time/duration/Place/Venue)
 ▪ Authorized signatory (Name, Designation and signature)

SAMPLE QUESTION:
The residents of Swetes Village have been experiencing water
shortage for nearly 3 years. You are planning to hold a
meeting of your village members. Write a notice in about 50
words inviting the residents to attend the meeting to protest
against the water shortage. You are Karen Joseph, President
of the Swetes Village Residents’ Welfare Association.

SAMPLE ANSWER:
Source : http://accuratecupsisnecessary.blogspot.com/p/exposition.html