Business

Formats
E-mail, Memos, and Business
letters

Group members:
What are business formats?

Any written communication used in

a professional environment, is
known as a business format or
business writing. Business writing
provides the reader with pertinent
information in a clear, concise, and
efficient manner.
Examples - Email, Memos,
Business Letters, Resumes, and
Application Letters

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 What is an E-mail?
❑ An E-mail is a written message sent
from one computer to another.

❑ It is fast, reliable, and a cheaper method

of communication between users.

❑ An Email can attach text, images,

videos, and slides to itself and forward
them to others instantly.

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What is a practical and rhetorical context in an
Email?
Practical Context

✔ The practical context consist of the

subject line that provides the reader
with an idea of what the email is all
about.

✔ An email also has TO and FROM

lines at the top of the page.

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 Rhetorical Context

➢ This involves the purpose and the audience

the message will be brought forward to.
Therefore, the content of the message, as well
as the tone is important to consider when
sending an email.

➢ Be clear and concise when sending an email.

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What is a memo?
❏ A memo, which is short for

memorandum, is typically a briefly

written document used in business
settings for interoffice
communication.

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 Some common workplace purposes for a memo include:

❏ Announce or confirm a meeting or event

❏ Provide instructions

❏ Provide a status report on a project

❏ Request feedback or recommendations

❏ Clarify or change a policy or procedure

❏ Provide a short report of an event or decision

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 The Parts of a memo

The Header: Generally, consists of four lines at the top of the page in bold.
1 Date (Month, Day, Year)
2. To (Recipients)
3. From (our Name, Title)
4. Subject (what the memo will be about)

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 The Parts of a Memo
· The text: Usually divided into three parts.
1.The introduction: This is a brief statement that explicitly announces what the essay will
cover. Use simple and direct intro phrases that will save the reader’s time.
Example: “This memo explains” or “This memo covers.”

2. The Body: The body is the reason the memo was written. It will cover the main ideas
associated with the memo’s thesis/subject/.

3. The Conclusion: This section summarizes the main ideas from the body of the memo. It
also asks the reader for feedback.

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 Memo Formatting

❏ Short paragraphs: Be sure to write paragraphs using shorter blocks of text. This makes your information
concise and easier to read.

❏ Paragraph Format: Use the block style format which is single spaced with no indentation and full line
space between paragraphs.

❏ Headings: If the message has more than one section, bold style headings should be included for each one.

❏ Lists: In memo writing, using the list format is a quick and efficient way to represent information. Lists
can be numbered or bulleted. Numbering should be used to chronologically list steps while bulleting is
used to list elements which are equal in informatance.

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❏ Highlighting for Emphasis: In a memo, any important, words or phrases that represents the main
idea of the memo should be highlighted, underscored, or italicized.

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 Pro Tips For Writing memos
❏ Consider your audience: Write formally but ensure that the language used in the text is
understandable to all those for whom the message is intended.

❏ Do Drafting: Proofread for grammar and spelling before sending, you can also ask a colleague for
feedback.

❏ Aim for Clarity: Write concisely, but also ensure that your main ideas are clear. All paragraphs should
be fully developed.

❏ Print your Initials in the Header: Handwritten initials will show your your ownership of the memo.

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Sample
Memo
 Business Letters
A business letter is a professional, formal letter that is sent by one company to
another. These letters can be used for professional correspondence between
business clients, employees, stakeholders as well as individuals.

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Business Letter Con’t
Although business letters serve a variety of needs, they fall into two broad
categories:
letters that inquire and letters that respond.

➢ Letters requesting information can be categorized as inquiry

➢ Letters of explanation or letters conveying information can be considered
response letters.

Business letters are normally more formal than memos

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 Formatting
The most common and easiest to produce style of business letter is full block. The lines
are single-spaced, and none of the lines are indented; every paragraph starts at the left
margin.
● Paragraphs are separated
by extra line spaces.

● The company’s name, address, phone number, and e-mail address

are centered because they are a part of the letterhead.

● Avoid using all capital letters or a script font

● Use Times New Roman, or Garamond, which are easy to read.
● Use a type size no smaller than 12 point

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 Parts of a Business Letter
● Sender’s Information
- You write your address, contact number, and email address.

● Date

- Rather than abbreviating with numbers, write the entire date. (Example: March 20,

2023)

● Recipient’s Information

- This is the address where your letter will be delivered. (Write the recipient’s name, their

title (Ms./Mrs./Mr./Dr) and their address

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● The Salutation
- You can choose the salutation based on how well you know the person and the

context of your letter. eg, Dear Mike

● The Body

- In the opening paragraph, introduce yourself and clarify the point of your letter.

- In the next paragraph, go into the details of your main point.

- In the closing paragraph, briefly summarize your points, restate the letter’s purpose

and tell your planned course of action.

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● Closing
- Here, you’ll mention that the recipient can contact you if he has any concerns or questions.
Make sure that the closing isn’t more than two sentences long.
● Complimentary Closing

-This is a short remark that marks the end of your letter. Recommended formal closings include
“Yours Truly” or “Sincerely”. If your letter is less formal, you can write “All the best” or “Thank
you” or “Regards”

● Signature
- Below the complimentary close, sign the letter. Make sure that you skip at least four lines
so that there’s enough room for your signature.

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RÉSUMÉS AND LETTERS
OF APPLICATION
What is a resume?

❖ A resume is a summary and description

of your qualifications, including
schooling and work experience. The
purpose of a resume is to introduce
qualifications and skills to employers, it
is an informational document that tells
your career story in an easy-to-read
format

❖ This document is normal one to two

pages long.

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 H Y D O W E NEED A
W
RESUME?

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Elements of a resume
1. Personal Information- Name, address, phone
number, and e-mail address.

2. Career objective- The goal statement should be

related to the specific position for which you are
applying. It is also effective to highlight your skills
in the goal statement.

3. Education- High school name, date of graduation,

certificates etc..
4. Experience- Summer jobs, Internships, Volunteer
work.

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Elements of a resume
5. Skills-
• Soft skills: (being responsible, loyal, hardworking,
energetic, outgoing.)

• Hard skills: (research and writing, Microsoft word,

Public speaking.)

6. Languages- fluent in a foreign language, should be

mentioned.

7. References- asking for recommendations from

professors and job supervisors etc..

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Types of resumes
1. Chronological Resume

2. Functional Resume

3. Combination Resume

4. Infographic Resume

5. Targeted Resume

6. Non-traditional Resume

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What is an application letter

❏ An application letter is an
important part of the job
application process, providing
details about your background
and interest in the position. It
should highlight your
achievements and skills,
helping to get the attention of
the hiring manager or recruiter.

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 Tips for writing an application letter

1. Emphasize your skills and abilities

2. Stay concise

3. Proofread the letter

4. Review the job listing keywords

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5. Create the heading

6. Address the letter to the hiring manager

7. Review information about the company and

position

8. Close the letter

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 Structure of an application letter
Your name]
[Your address]
[Your email address]
[Your phone number]
[Date]
[Name of hiring manager or supervisor]
[Title of hiring manager or supervisor]
[Company name]
[Company address]
Salutation [Dear Mr./Ms.],

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 Structure of an application letter
● Outline where you saw the job posting and express your interest in working in this role.

● Discuss some of your qualifications that would make you a good fit for the job.

● Describe your past experience in a way that emphasizes your personality and skills,
while also showcasing how you align with the goals of the company.

● Express your appreciation to the hiring manager for reviewing your letter. Include any
follow-up information, if applicable.
Closing [Sincerely, Best]
[Your signature]
[Your name (printed)]

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 REFERENCES
❑ Vishal. (2023, February 22). 10+ basic functions of email: Uses of email: Features, Advantages &
disadvantages. Computer Basic Tutorials. from
https://www.chtips.com/computer-fundamentals/functions-of-email

❑ Western Technical College 1 Online Writing Center Business Memo. (n.d.). from
https://www.westerntc.edu/sites/default/files/student-life/documents/OWC/BusinessMemo.pdf
❑ Harappa Education. What Is Memo Writing In Business ? 20 October 2020. Online.
<https://harappa.education/harappa-diaries/>.
❑ (2015). YouTube.from https://youtu.be/Yc4pgOsUJfA.
❑ Free resume templates for 2023 [download now]. Novorésumé. (n.d.). from
https://novoresume.com/resume-templates
❑ Key elements of a resume. Key Elements of a Resume | DO-IT. (n.d.). from
https://www.washington.edu/doit/key-elements-resume
❑ https://blog.bit.ai/business-letters/

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