Writing emails, faxes and memos

Emails, faxes and memos can be similar in style. Memos and emails between colleagues can be informal, but business faxes and emails, etc. may be either semi-formal or formal depending on the individual relation­ship and what the massage contains. It is also common for normal business letter to be sent as faxes.

 

There are some basic rules for writing faxes, memos and emails:

· You do not have to write Dear Sir / Madam / Mrs Smith or use a par­ticular formula at the end: you can just sign your name.

· Be consistent in style. Don’t vary between formal and informal.

· Appearance is still important — remember to use paragraphs and proper sen­tences.

· Keep in short and to the point.

· Use the subject line to summarize the point of the message so the reader is сlear about the content.

Email

To: George Andell From: Jane Hayle Date: 8 September 11, 15.36 Subject: Rehearsal tonight.   Hi George   Sorry to say I’ll be a bit late for tonight rehearsal as something’s come up at work and I won’t be able to get away on time. I hope to make it by 7.15.   J

To: [email protected] From: jane. [email protected] Date: 8 September 11, 15.54 Subject: New textbooks   Dear Ms Watson   The books you ordered last week are now in stock and awaiting col­lection. I attach a list of course books currently in stock at the book­shop. Jane Hayle Assistant Manager Castle Bookshop Tel. 0308 949 9483 Fax 0308 949 9484 Cousebook.doc

Fax

Falcon Publishing 354 Walnut Street Philadelphia PA 19106 Tel. 0049 3492945 Fax 215 925 8722 Email a. [email protected]

FaxTo : Ian Jenkins, Hedgerow Books From : Alice Carroll Fax no. : 202 736 5412 Subject : Publicity Material Date 8: March 2012 Pages including this page : 1

Following our phone conversation yesterday I am sorry to say that the publicity material for The Magic Pineapplewill not be available until next week. I will arrange for it to be sent to you as soon as we receive it from the printers.   Alice Carroll Publicity Assistant

Memo

Falcon Publishing Children’s Books

Memorandum To : All editors From : Frank Digby Subject: Sales figures Date : 8 October 2011   Please see the attached sales figures for September. A meeting to dis­cuss these will be held on Tuesday 12 October at 10.30 a. m. in the Confer­ence Room.   Frank

Tasks . 1. Put the words (A) From; (B) Subject; (C) Sales Manager; (D) C. M.into the correct place.

 

Memorandum To: Secretarial Supervisor (1) _____ Claire McElroy (2)______ Demonstration of new office equipment     The (3)_____ of smart Equipment will visit us on 28 April to demon­strate their new computer and fax-machine which you are sure to be inter­ested in. Please arrange the time to meet him so that all your staff could present.   (4)_____

2. Put the words (A) From; (B) E. W.; (C) To; (D) Subject into the cor­rect place.

 

Memorandum (1)____: Supervisor (2)____ : Eugenia Wehr Date : 7 June 2011 (3)____: Proposed Change in Schedule Dear Supervisor, I am writing to request a change in my schedule for the fall semester. I would like to work from Tuesday-Friday from 8AM to 7PM, for a total of four ten-hour days per week. I trust that we will be able to come to a mutu­ally beneficial agreement.   (4)_____

Keys.

1: 1A; 2B; 3C; 4D

2: 1C; 2A; 3D; 4B.

SMS

Text messages, chat room messages and sometimes emails can be writ­ten using the smallest number of letters possible. Pronouns, prepositions and articles may be omitted and abbreviations are widely used. Basic rules:

1. Make words as short as you can, e. g. wd = would.

2. Use a letter instead of a whole word where possible, e. g. u = you.

3. Use numbers instead of letters where possible: gr8 = great, w8 = wait, 2 = to, too, 4 = four, for…

4. Use symbols — they look so beautiful in the middle of a word! The percentage sign can be used for “oo” sound — sk%l = school, and c%l = cool. A dollar sign ($) can be used instead of double s.

5. Use abbreviations for longer phrases: LOL = Laughing Out Loud, ROFLMYHO = Rolling on the floor laughing my head off.

6. If in doubt, write as you please, ignoring all the rules of grammar and spelling.

7. You can show how you are feeling by using symbols to represent a face. These are called emoticons.

 

Some examples of how words might be shown in a message

2DAY — today.

2MORO — tomorrow.

2NITE — tonight.

@ — at.

AFAIK — as far as I know.

AND — any day now.

ASAP — as soon as possible.

ATB — all the best.

ATM — at the moment.

B — be.

B/C — because.

B4 — before.

B4N — bye for now.

BBL — be back later.

BTW — by the way.

C — see / sea.

CID — consider it done.

CUL8R — see you later.

Esp — especially.

F2F — face to face.

FWIW — for what it’s worth.

FYI — for your information.

GR8 — great.

H2 — how to.

HAND — have a nice day.

ILBL8 — I’ll be late.

ILU — I love you.

IMHO — in my humble opinion.

KIT — keep in touch.

LMN — let me know.

LOL — lots of love / luck / laughing out loud.

M8 — mate.

M8O — matey.

MSG — message.

MYOB — mind your own business.

Ne1 — anyone.

NO1 — no one.

NMP — not my problem.

Ntl — nevertheless.

NVM — never mind.

OIC — oh, I see.

PCM — please call me.

PLS — please.

Pobl — possible.

Ppl — people.

R — are.

RUF2T — are you free to talk?

SOM1 — someone.

SPK — speak.

Tho — though.

Thnq — thank you.

Thru — through.

THX / TNX — thanks.

U — you.

Un4gtebl — unforgettable.

UOK — you OK?

UR — your / you’re.

Usu — usually.

W/ — with.

WAN2 — want to.

W8ing — waiting.

WKND — weekend.

W/O — without.

X — kiss.

XLNT — excellent.

XOXO — hugs and kisses.

YR — your / you’re; yeah, right.

Task.

 

Can you decipher this?	Here is the translation
HOW R U? OK N U? OK CU2DAY? NO 2MORO WER? @J’S. CUL8TR LOV B	How are you? Ok and you? Ok. See you today? No. Tomorrow. Where? At John’s. See you later. Love, Bill.
WUBMV ILUVU LUWAM< 3 XOXOXOXO	Will you be my Valentine? I love you. Love you with all my heart. Hugs and kisses.

 

· Expressing opinion.

AFAIK — as far as I know.

AFAIUI — as far as I understand it.

ILBT — I will be able to.

IMO — in my opinion.

IMS — I must say.

TBO — to be honest.

 

· E-motions.

BK — big kiss.

FDROTFL — falling down rolling on the floor laughing.

Gr8 — great.

JK — just kidding.

TGIF — thanks God it’s Friday.

< G> — grinning.

< J> — joking.

< L> — laughing.

< O> — shouting.

< S> — smiling.

< Y> — yawning.

 

· Virtual kisses.

ILOVU— I love you.

ILU / ILY — I love you.

MAY — mad about you.

X — kiss.

XOXOX — hugs and kisses.

· Any questions?

F2T — free to talk?

HUH — have you heard?

RUOK — are you OK?

Wot — what?

Wadya — what do you…

 

· Answering back.

CB — call back.

IC — I see.

IK — I know.

PCM — please call me.

Sry — sorry.

SWDYT — so what do you think?

 

· Not impressed with what you’re hearing? Tell the sender where to go.

LMA — leave me alone.

MYOB — mind your own business.

OTL — out to lunch.

PMFBR — pardon me for being rude.

SWYP — so what’s your problem?

 

· The last word.

ATB — all the best.

B4N — bye for now.

HAND — have a nice day.

Rgds — regards.

TIA — thanks in advance.

Ti2GO — time to go.

 

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