- •Ministry of science and education of the republic of kazakhstan
- •Contents
- •Part a. General english
- •I. Writing an informal letter
- •1) Definition/differentiation
- •4) Tips
- •5) Sample
- •6) Evaluation criteria
- •7) References
- •8) Exercises
- •9) Appendix useful language
- •II. Writing an e-mail
- •1) Definition/differentiation
- •2) Structure
- •3) Stages
- •4) Tips
- •5) Samples
- •6) Useful language Acronyms
- •7) Evaluation criteria
- •8) References
- •9) Exercises
- •10) Appendix
- •Internet Acronyms retrieved August 5, 2010 from http://www.Mcfedries.Com/Ramblings/email-jargon.Asp
- •III. Writing an sms message
- •1) Definition/differentiation
- •2) Features
- •Part b. Academic english
- •3) Paragraphs types
- •4) Stages of paragraph writing
- •5) Sample a Good Start
- •6) References
- •Http://elpweb.Com/materials/wp-content/uploads/2006/03/Writing_3_Activity_1.Pdf
- •7) Exercises
- •V. Writing an essay
- •1) Definition/differentiation
- •2) Types
- •3) Title
- •4) Structure
- •5) Tips
- •6) Sample
- •7) References
- •8) Exercises
- •VI. Writing a summary
- •1) Definition/differentiation
- •2) Requirements
- •3) Stages
- •4) Structure
- •5) Sample
- •6) Tips
- •7) Evaluation criteria
- •8) References
- •9) Exercises
- •10) Appendix cliches for summarizng a text
- •VII. Writing a research paper
- •11) References/bibliography.
- •12) Documentation styles
- •13) References
- •14) Exercises
- •VIII. Graph description (ielts format)
- •1) Definition
- •6) References
- •7) Exercises
- •8) Appendix
- •Part c. Business english
- •IX. Writing a business letter
- •2) Structure/stages
- •3) Sample
- •4) How to begin/end a business letter
- •5) Business letter format
- •6) List of common phrases for business letters
- •7) References
- •5. Sample business letters. Retrieved October 16, 2010 from http://www.Writeexpress.Com/sample-business-letters.Html
- •8) Exercises
- •X. Writing a memo
- •1) Definition
- •2) Requirements
- •3) Parts of a memo:
- •4) Tips
- •5) Samples
- •Informal memo:
- •6) References
- •XI. Writing a report
- •1) Definition
- •2) Types
- •3) Structure
- •3) Stages
- •4) Report template
- •5) Sample report Report on Eco-Homes Project
- •6) References
- •7) Exercises
- •XII. Writing Minutes of a Meeting
- •1) Definition
- •2) Content
- •3) Tips
- •4) Useful language (verbs of reporting)
- •5) Samples
- •6) Sample minutes Minutes for 2002-1-21 Board of Directors meeting
- •7) References
- •XIII. Writing a press release
- •1) Definition
- •2) Requirements
- •3) Structure
- •4) Steps
- •5) Format
- •6) Tips
- •7) Warnings
- •8) Checklist
- •9) Press release sample
- •10) References
- •11) Exercises
- •Part 3. Keys
- •I. Writing an informal letter
- •II. Writing an e-mail
- •III. Writing an sms message
- •IV. Writing a paragraph
- •V. Writing an essay
- •VI. Writing a summary
- •VII. Writing a research paper
- •VIII. Graph description (ielts format)
- •IX. Writing a business letter
- •X. Writing a memo
- •XI. Writing a report
- •XII. Writing Minutes of a Meeting
- •XIII. Writing a press release
4) Tips
State the most important points first, then move on to the details.
Be specific and brief in every heading so that the basic point of your memo is apparent to the reader right away.
Include only as much information as necessary for the reader; be concise but convincing that the problem or issue does exist and needs to be assessed.
Feel free to include lists, charts, and graphs at the end of the memo to help the reader better understand the topic. Make sure to add a notation of how the attachments are relevant.
The reader can understand the memo better if you use headings for the different segments of the memo.
Write short headings that clarify the content of each category. For example, instead of stating "opening", write "Ant problem in the office".
Always address the reader by his or her correct name; do not use nicknames.
When constructing the heading, be sure to double space between sections and align the text.
When writing the opening segment, if you are having trouble describing what you are doing to solve the problem (the task statement), consider whether you have clarified the situation.
When writing the opening segment, include only as much information as is needed, while still being convincing that a real problem exists.
When writing the discussion segment, begin the discussion with the information that is most important.
When writing the discussion segment, start with the most general information and move to specific or supporting facts.
When writing the closing, be sure to consider how the reader will benefit from the desired actions and how you can make those actions easier. You might say, "I will be glad to discuss these recommendations with you later on and follow through on any decisions you make."
When using attachments, be sure to refer to your attachments in your memo and add a notation about what is attached below your closing.
Get personal: Use words like I, you, and we. To initiate action, write in the active, not the passive voice.
Be conversational: Write the way you talk and do not be afraid to use contractions.
Don’t show off: Avoid scholarly words, technical jargon, and just plain gibberish like "as per your request" when you simply mean "here’s what you wanted". Such language may easily confuse readers.
Avoid "smothered" words: Simple root words with fancy endings tacked on. Favorites are "tion," "ance," "ent," "ment," "ize," and "ility." Example: Don’t say "The continuation of our issuance of incentives is dependent upon the prioritization by employees of company objectives." Instead, say "If you want to keep getting incentives, meet company goals."
Check for errors: If there is an error in a memo, it will probably be in names, dates or numbers.
Don’t give too many whys: It’s important to explain why you want something done, but don’t overdo it.
Keep paragraphs short: Limit each paragraph to five lines or less.
Close with a call to action: If there is something you want the reader to do by a particular time, say so.