Functional text is writing meant to help the reader accomplish an everyday task. Examples of functional text might include a recipe for cooking; directions to a location; a memo notifying of a change in a company's address, or a store's opening time; a schedule of event times and locations during a seminar; a directory of addresses, phone numbers or e-mail addresses; directions on a test; a menu from a restaurant; a pamphlet notifying the public of a grand opening, store closing, or a foreclosure; or a how-to manual just to name a few.
- LETTER
How to write a letter
- Provide the context of the letter. Put all the information that the reader will want to know at the beginning of the letter, before you even begin to write the body. If you're writing to a close friend, you won't need much except the date, which will help your friend remember when it was received. If you're writing a business letter, on the other hand, the reader may not even know who wrote the letter (if an assistant threw the envelopes away before passing along the letters). The arrangement of this information depends on what kind of letter you're writing, but as long as you provide it neatly and completely, you should be fine:
- Your address, sometimes including contact information; some people prefer to write this out at the bottom of the letter, under the signature and printed name. This can also go at the top as a letterhead.
- The recipient's name, address, contact information; in business letters, this can be referred to as the "inside address"; if you don't know the recipient's title (Ms., Mrs., Mr., or Dr.)on the side of caution--use Ms. or Dr. if you think it might apply;[1] use your country's address format; if the inside address is in another country, write that country's name in capital letters as the last line.
- The date
- A subject line, usually beginning with "Re:" (e.g. Re: Graduation application #4487)
- Start with a proper greeting. The opening should begin at the left side of the page, not the middle or up against the right side of the sheet. The most common opening is "Dear" followed by the person's first name and a comma. For a more casual greeting, you can write "Hello (name)," or "Hey (name)," but if the letter is formal, use the recipient's last name and a colon instead of a comma (e.g. "Dear Mr. Johnson:". Sometimes, if you don't know the recipient's name, you can write "To Whom It May Concern:" If you don't know the person's gender, write out his or her full name to avoid using “Mr.” or “Ms.” (e.g. Dear Ashley Johnson:).
- Write an opening paragraph. Tailor your opening to the recipient. For example, if the letter is casual, you can begin with, "What's up?" or "How's it going?" Otherwise, a simple "How are you?" is fine. If it is a business letter, be direct about why you are writing the letter. Summarize your intentions and be sure to write clearly so that the reader will understand you.
- Construct the body of the letter. This is the part that will really be unique to each letter. Most business letters should be no more than two pages long, but casual letters can be as long or as short as you want them to be. No matter who the recipient is, try not to ramble. Keep each paragraph engaging.
- Use the closing paragraph to indicate the type of response you are seeking. If you would like a letter in return, you can write, "Please write when you have a chance" or, if you prefer a phone call/email, write "Call me soon." or "Email me some time".
- Include a closing such as "Love always" ,"Cheers", "Sincerely", "Talk soon", or "Look forward to seeing you soon". Again, choose your closing based on the recipient and the level of formality. The closing can be aligned on the left or the right side of the page. In business letters, stick with "Regards," or "Respectfully," and sign your name underneath. Then print your name under the signature.
- Address your envelope. Your address should be written on the front of the envelope in the upper left hand corner or on the back. The recipient's address must be on the front of the envelope, right in the middle. Fold your letter in any way you would like, but just be sure that it will fit into the envelope. Put your letter in the envelope, seal it, stamp it, and send it off.
- November 2008
- Umberto DiGeno
Piazza San Marco
Venezia, Italia
Dear Mr. Umberto DiGeno,
You were very wonderful in showing me around your "big city". It was very beautiful. Your family is wonderful and very welcoming. Thank you also for teaching me some Italian so I could speak a little while I finished my business trip around Italy. My time in Venice was amazing and just about the only time I could actually get a little rest. The rest of my trip was busy, but I still enjoyed it immensely just because I was in Italy.
I would like to propose to you a trip for you and your family to my home in London, England. I know London very well and can show you the best places to eat, visit, and sleep, although you are very welcome at my house. I am sure you would like a break from your hard work. I could show you sights like Big Ben and Parliament, and Buckingham Palace. I could also show you, your wife, and your children what my law office looks like and we could perhaps meet someone special... but I won't say who.
I do hope you are able to attend. Don't worry about the cost. I will pay for the entire trip. It's the least I could do for your amazing hospitality towards me. Please write back if you would like to visit.
Yours truly,
James Ellis
TIPS
- Use an appropriate register (level of formality). If it is a formal letter, such as an official complaint, use formal and polite language. If you are just writing to a friend, feel free to be informal or use abbreviations and slang.
- If you have illegible handwriting (or think that you might), save the recipient the trouble of decoding it and type it. You may want to type it regardless, considering that the recipient may appreciate it. If you find that you write better by hand, you can type it after you are finished.
2. MEMO
The basic function of a memo is to create some kind of problem by making the reader aware of specific information. A memo can be written to persuade others to take action or give specific feedback on a particular matter. When written properly, memos can be very effective in connecting the concern or issue of the writer with the best interests of the reader.
- Analyze your audience. Decide to whom you are writing this memo (the audience) and what the audience’s priorities and concerns are. Establish why this memo would be important to the reader.
- Distinguish the three parts of the memo; the heading segment, the opening segment, and the summary segment.
- Heading segment. The heading segment should include to whom the memo is written, who has written the memo, the complete and exact date the memo was written, and the subject matter (what the memo is about). The first line of the heading should read "To:" then state the name and job titles of the recipient. The next line, "From:" states your full name and job title. The third line, "Date:" should contain the complete and current date that the memo was written. The final line of the heading, "Subject:" (or RE:) should state what the memo is about, and should be highlighted in some way.
- Opening segment. State the purpose of the memo and identify the purpose in three parts; the context of the problem, the particular assignment, and the purpose of the memo. Identify the exact reason for writing the memo and make it clear to the reader.
- Summary segment. This segment should provide a brief statement of important suggestions. This will help the reader quickly understand the key points of the memo. The summary can also include links or references to sources that you have used in your research on the issue.
- Discussion segment. In this segment, include all of the details that support your ideas and recommendations for solving the problem. You may also choose to propose future problems that may arise and discuss how your recommendations ensure these problems will not occur (see tips).
- Closing segment. Close the memo with a friendly ending that states what actions you want the reader to take. Consider the ways that the reader can benefit from the information in the memo and how these changes will be advantageous.
TIPS
- State the most important points first, and 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.
What is a memo?
A memo is:
- a hard-copy (sent on paper) document
- used for communicating inside an organisation
- usually short
- contains To, From, Date, Subject Headings and Message sections
- does not need to be signed, but sometimes has the sender's name at the bottom to be more friendly, or the sender's full name to be more formal.
Example Memos
MEMO
To: | Health & Safety Committee |
From: | Joe Chan, Chairperson, H&S Ctte |
Date: | 1 Oct '0931 Aug '09 |
Subject: | Room change for next meeting |
The meeting on Saturday, 31 OctoberSaturday, 3 October
has been changed to Room 101. |
|
To: | My darling Jane |
From: | John |
Date: | Yes, please ;-) |
Subject: | Chocolate |
I had a great time last night, let's do it again soon.
Hope you like this chocolate.
Love, John |
|
MEMO
To: | Katherine Chu, Regional Manager |
From: | Stephen Yu, Sales |
Date: | 1 October 200931 August 2009 |
Subject: | Notification of My Resignation |
I am writing to inform you of my intention to resign from G & S Holdings.
I have appreciated very much my four years working for the company. The training has been excellent and I have gained valuable experience working within an efficient and professional team environment. In particular, I have appreciated your personal guidance during these first years of my career.
I feel now that it is time to further develop my knowledge and skills base in a different environment.
I would like to leave, if possible, in a month's time on Saturday, 31 OctoberSaturday, 3 October. This will allow me to complete my current workload. I hope that this suggested arrangement is acceptable to the company.
Once again, thank you for your support. |
CONTACT COMPUTER GRAPHICS
MEMORANDUM
|
To:
From:
Date:
Subject: | S M Chan, General Manager
Samantha Ng, Office Manager
1 October 200931 August 2009
Purchase of a Microwave Oven |
|
1. Introduction
At the monthly staff meeting on Monday, 28 September 2009Friday, 28 August 2009, you requested information about the possible purchase of a microwave oven. I would now like to present these details. 2. Background
Since the move to the new office in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch.
3. Advantages
Providing a microwave oven in the pantry would enable staff to bring in their own lunchboxes and reheat their food. Also, staff members are less likely to return to work late after lunch.
4. Staff Opinion
A survey found that staff would like to use the microwave oven.
5. Cost
Details of suitable models are given below:
Brand | Model | Price |
Philip Sharpe Sonny | M903 R-3R29 6145 X | $2,800 $2,600 $2,400 |
6. Request
If this meets with your approval, we would appreciate it if you could authorise up to $3,000 for the purchase of the microwave oven.
Samantha Ng
Samantha Ng |
|
Why write memos?
Memos are useful in situations where e-mails or text messages are not suitable. For example, if you are sending an object, such as a book or a paper that needs to be signed, through internal office mail, you can use a memo as a covering note to explain what the receiver should do.
How to write a memo
Memos should have the following sections and content:
- A 'To' section containing the name of the receiver. For informal memos, the receiver's given name; e.g. 'To: Andy' is enough. For more formal memos, use the receiver's full name. If the receiver is in another department, use the full name and the department name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.
- A 'From' section containing the name of the sender. For informal memos, the sender's other name; e.g. 'From: Bill' is enough. For more formal memos, use the sender's full name. If the receiver is in another department, use the full name and the department name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.
- A 'Date' section. To avoid confusion between the British and American date systems, write the month as a word or an abbreviation; e.g. 'January' or 'Jan'.
- A Subject Heading.
- The message.
Unless the memo is a brief note, a well-organised memo message should contain the following sections:
- Situation - an Introduction or the purpose of the memo
- Problem (optional) - for example: "Since the move to the new office in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch."
- Solution (optional) - for example: "Providing a microwave oven in the pantry would enable staff to bring in their own lunchboxes and reheat their food."
- Action - this may be the same as the solution, or be the part of the solution that the receiver needs to carry out; e.g. "we would appreciate it if you could authorise up to $3,000"
- Politeness - to avoid the receiver refusing to take the action you want, it is important to end with a polite expression; e.g. "Once again, thank you for your support.", or more informally "Thanks".
- Signature
This is optional. See above
3. POSTCARD
Buy a postcard from a souvenir shop. It could have a picture of the place you're at on it.
Write the information as follows:
- Write the recipient's name and address on the lines on the right hand side of the postcard. Don't forget to include the country - you might not have to do this at home, but you do if you're abroad.
- The left hand side of the postcard is for your message. Start by writing "Dear ... (the name of the person you're writing to)."
- Leave a line and state where you are and what it's like, for example : "I'm in Paris, it's great."
- Write a sentence about your accommodation, like : "The hotel is lovely, it has a big fountain outside and there's a beautiful view from our window."
- Then include a description of something you did on one of the days that you enjoyed, such as : "Yesterday we went on a boat trip across the river, I loved finding out about all the different sights in the city."
- Write a comment about something particularly good, bad or funny about the holiday, like : "I tried frog's legs but they were horrible, they tasted like cardboard!"
- Finish off by writing : "Wish you were here," or "See you on Friday," and then sign off with : "Love (your name) xxx"
Your postcard should now be in the same format as this:
Dear ...
- I'm in Paris, it's great. The hotel is lovely, it has a big fountain outside and there's a beautiful view from our window. Yesterday we went on a boat trip across the river. I loved finding out about all the different sights in the city. I tried frog's legs but they were horrible, they tasted like cardboard!
- Wish you were here. Love (your name) xxx
Stick a stamp onto the top right corner of the postcard and send it. You could receive a postcard off that person next time they go on holiday
TIPS
- Include lots of details but keep it short and sweet.
- Make sure you know the person's address before you start writing the message or you could waste a lot of time.
Postcards are not put in envelopes, so don't write anything you wouldn't want the postman to read!
How to Write a Vacation Postcard
1. Step 1
Write the day's date in the top righthand corner of the left section of the postcard.
2. Step 2
Write the address of your current location in the top righthand corner of the left section of the postcard. The address should consist of the town and state or town and country, unless of course you are expecting a reply back from your postcard.
3. Step 3
Write the greeting approximately 1 inch under the date. A simple greeting like "Dear Joe" is sufficient.
4. Step 4
Compose the body of the postcard. Traditionally, this section includes information about your journey, the weather, and at least one amusing anecdote from your trip so far.
5. Step 5
Sign the postcard at least a quarter of an inch below the body on the right hand side of the left section of the postcard.
6. Step 6
Place name and mailing address of the person you are writing to in the center of the right hand section of the postcard. Remember to include full name, zip codes and country, especially when writing from overseas.
7. Step 7
Stick a stamp on the top right hand corner of the right section of the postcard and mail. Check local rates to ensure your postcard arrives.
4. SYMPATY CARD
- Purchase a card that will comfort the person who is grieving. Try to match the card to the receiver's belief system. It is not a good idea to send an overly religious card to an atheist.
- Address the card with an appropriate title. For example if sending the card to John Doe refer to him as Mr. John Doe.
- Use blue or black ink when addressing the envelope and writing the card's message.
- Use your best handwriting when addressing the envelope and writing the card's message.
- Personalize the message. If you knew the deceased person well, mention shared happy events. Write something like "I truly enjoyed our fishing trips off the Baja coast. John was a wonderful fisherman who never minded sharing his catch-of-the-day with others."
- Send a less formal message to a casual acquaintance. Write something like "I am sorry to hear of your loss".
- Keep the message short. Do not chat about personal activities. This applies to both close and casual acquaintances.
- Do not write trite statements such as "I know how you feel" or "It's all for the best". In actuality each person grieves and decides what is best for them, so trite messages can not convey how another's loss feels.
- End the card with a heartfelt message such as "we are keeping you in our thoughts".
TIPS
- Less formal messages and greetings can be sent to close family members. You may sign the card first names. For example: With deepest sympathy, love, Julie, Joe and Jane.
- Office sympathy cards could be signed from all the office members. For example: From the staff of John Doe and Associates.
- After the funeral, and when things have settled down, call and chat. Arrange to meet for lunch or other social event. Once things have quieted down is often when the person who has suffered the loss of a loved one needs comfort most.
How to Write a Perfect Gift Card
1. Step 1
Select the finest pen you have: Use a rollerball pen instead of a ballpoint pen.
2. Step 2
Think about buying a nice card from a museum gift shop, or writing your note on elegant blank stationery.
3. Step 3
Make sure to write the name of the recipient in the salutation.
4. Step 4
Include a personal message in a card for a close friend or relative. If you choose a preprinted card, add a personal message, no matter how brief.
5. Step 5
Refer to the occasion, the gift or simply your relationship.
6. Step 6
Consider including the lines of an appropriate poem, quote or song to give the card a special message.
7. Step 7
Make sure to include your return address neatly, if the card is for a wedding gift.
5. ANNOUNCEMENT
How to write an announcement
After reading our tips about how to write an announcement, you’ll be able to write any kind of announcement with style and ease. Take a look at the following guidelines from WhiteSmoke, the all-in-one writing software, see the sample announcement letter, and then write the best announcement you can imagine! Include the right information in fine style, and then proofread your announcement with one click using our innovative software for a perfect finished product to send.
People write announcements for many reasons. Just some types of announcements that people write include public service announcements, high school graduation announcements, college graduation announcements, engagement announcements, marriage and wedding announcements, pregnancy announcements, birth announcements, adoption announcements, baptism announcements, save the date announcements, moving announcements, business announcements, job announcements, promotion announcements, retirement announcements, and funeral announcements.
No matter which kind of announcement you need to write, you will find the following tips useful. Remember to tailor the tips to the specific announcement you need to write, and get on your way.
Tips on How to Write an Announcement:
Be direct and concise in your announcement. Your reader will be able understand the information quickly and can refer back to it easily.
Write a short, friendly announcement thats to the point when you are sharing positive news. Written in the right tone, an announcement can show a wish to keep up a business or personal relationship. It can also build on positive feelings like confidence, allegiance, and helpfulness.
Recognize what others have achieved in your announcement, and motivate your reader to reach similar goals.
Present your information in a plain and complete way, so your reader will understand you the first time (and not ask questions later).
If the news you are announcing is bad, write it in a direct statement. Add a message of understanding and optimism to your announcement, in a respectful tone.
By writing an announcement, you will inform people about some news. After following the tips above and referring to the announcement letter template below, be sure to send off a high-quality announcement that your readers will understand easily and be happy to receive. Do this by proofreading effectively, using the WhiteSmoke writing solution. In one click, you have access to instant feedback from an English grammar check, punctuation check, spelling check, online dictionary, thesaurus full of synonyms, and patented enrichment feature that suggests relevant adjectives and adverbs. All of these English writing tools ensure you will have the best written announcement your readers will see!
Engagement Announcement Letter Sample:
Dear Friends,
We are thrilled to announce the engagement of our daughter, Becca Jo, to her long-time love, Beau Jackson. After dating for many joy-filled years, Beau Jackson asked for Becca Jo�s hand in marriage. Of course Becca Jo said yes!
We hope to share more happy news with you in the future (like a wedding announcement), and that you are also experiencing joy in your lives.
All the best,
Sue Ellen and Kyle Ray Jefferson.
6. NOTICE
How to write a notice
If you ever plan to quit your current job, it is always recommended that you serve two-week notice to your company. This is essential for the company because it gives them the time to look for another suitable candidate to fill your position. It also avoids giving negative impression about you.
Though it is always advisable to give at least two-weeks notice; however there can be situation when two-week notice is not possible. Even in that case try to notify your current employer or boss as soon as possible. It is the professional way of resigning your job. It also the universally accepted and recognized procedure that an employee is expected to follow to resign from a job.
Writing the notice is fairly simple. However, there are some standard ways that one should follow while writing the two weeks notice letter. These are not only appropriate in the professional workplace, but can also help you to benefit in the future.
Following are some of the instructions that you must keep in mind while writing the notice.
Steps
- Understand the purpose of your letter which is to inform your boss about your resignation. So, try to write your letter in a very professional manner. You need to give a brief and succinct reason of your resignation, however it is not obligatory.
- Be sure you do not forget to mention certain important information like your name, address and current phone number.
- Date your resignation letter. Make no mistake about the exact day you announce your resignation. Also state the last date of employment.
- Include your reason of resignation in the body part of the letter. Keep your reason as positive as possible. You have to be very careful and tactful while stating the reason. It should be written in such manner that it actually softens the blow. Avoid using harsh statements; try to be respectful, cordial and appreciative.
- Sign with a closing salutation and your handwritten signature. Make sure that you proof-read the letter notice before handing it over to the concerned authority. Any small grammar error in the letter can lead to unwanted misinterpretation.
- Keep two copies of your letter. One for yourself and another for your current employer. In case you had some major problem with your employer, send your resignation by certified mail. This certified mail can serve as a proof in future that you gave resignation notice to your employer before quitting the job. It is useful for future jobs and unemployment benefits.
- Ensure your letter finds the right hands. In most cases, it should go to your immediate boss. However in some companies, you might have to route it through the HR department. You can even send two copies of the resignation letter as per the demand of the situation.
Tips
- Address the concerned authority with a Mr. or Ms. or other appropriate title.
- Sign the letter manually.
- It is always safe to keep two copies of the original. You may need them for future legal reasons.
