SENIOR HIGH SCHOOL- Reading and Writing Skills

Student’s Name: _____________________________ Grade: __________________

Teacher: ___________________________________ Date Submitted: ___________

I. LEARNING SKILLS
A. Most Essential Learning Competency:
Identify the unique features of and requirements in composing professional
correspondence: (EN11/12RWS-IVhj-13)
● Write various forms of Office
Correspondence B. Objectives
1. Identify the parts of a memo and an email.
2. Analyze how memorandum and e-mail are written.
3. Write an email and a memorandum.

II. INTRODUCTORY CONCEPT

As part of your training as a future employee, you need to equip yourself with office
work skills. One of those is getting acquainted with office correspondence and being able to
compose or prepare and write them.
Correspondences are letters sent or received or “mailed”. In offices and businesses,
we send and receive letters, parcels, telegrams, internal memos, fax, e-mail, text messages
or SMS (Short Message Service) and other documents.
This lesson will focus on the two most often used office correspondences, the
memorandum and the electronic email which have become the dominant forms of
communication. Being able to write a polished, professional email is now a critical skill both
in college and in the workplace. Knowing how to write a memo is an advanced skill for every
employee.

Office Correspondence
There are several types of office correspondence, but the three main types are:
In-coming mails, out-going mails, and postage book. However, the most common that
we see nowadays are memorandum and letters with the use of emails.

Memorandum
A memorandum is usually a written communication for the people in the same
workplace. It is shorter than a letter. It is direct and with few details. A memorandum is used
to convey information and decisions or make requests. It should be written in simple and
clear language. It must sound formal at all times.

Writing a Memorandum
A. Heading

Title: The word "Memorandum" should be in a significantly larger font, set in bold
and either centered or placed in the top left-hand corner.

RO_Reading and Writing_Q2/4_LP 4.3

 Recipient: Begin this heading with "TO:" and write down your recipient(s).
Source: Immediately after the recipient, write "FROM:" along with your name,
position and signature.
Subject: Write a short summary of the purpose (no more than about four words).
Date: Include the date when the memo is sent.
B. Body
Beginning or Opening Statement. State why you are writing the memorandum.
This part is usually the opening paragraph of a memorandum which includes its
purpose, context and problem, and the specific assignment or task. Remember to
make it brief (approximately the length of a short paragraph).
Middle or Context. Task Segment
This part is the event, circumstance, or background of the problem you are solving or
the information you are disseminating.
This is the longest part of the memorandum in which you include all the details that
support your ideas. Present the information from the strongest to the weakest, back
up with arguments based on facts and research. Make the strong points and
evidence clear to persuade the readers to follow the recommended actions.
Ending. In this part, you make a call or an agreement to what is presented above.
Memorandum
Let’s consider this sample:
Interoffice mem0
TO: All Staff
Heading FROM: Management

DATE: November 5, 2005

SUBJECT: Team building Activity

Body
As one community and as a family, it is fitting to set up a relationship
that is bind in friendship and camaraderie. The Management therefore planned a
Beginning Team Building Activity Outing for all the Staff, that will be on November 20-
22, 2005 at Masinag Adventure Camp and Resort, Barangay Mapaso, Irosin,
Sorsogon.

Please take note of the following as you prepare:

Middle Assembly time is 6:00 – 7:00 a.m. Please

register upon arrival to the Assembly Area, which is in the
lobby.

The transportation is free. Be present at the

company premises before 6:00 a.m. of November 5, 2005.

Departure will be at 7:15 am and the ETA is

9:00 a.m.

Ending The color-coded department T -shirt is free

and is available at registration booth.

Accommodation and food is also free. Please

see the cafeteria matron for food arrangement.

Do not forget your company ID.

Notice the way the memo was written, its format and the needed information for
each part.

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 While technology and development has penetrated our everyday living, it is now
a vital element in all aspects, and that includes communication. Technology offers easy,
efficient and flexible ways to communicate and one of the most popular ways is E-mail
messaging.

Electronic mail/ E-mail – a way of communication used for its efficiency, speed and
convenience. It is practical to use since the computer and internet are now readily
available in the offices. It is economical as well. It does not require paper to send the
mails. In addition, it saves time.

Heading. Contains the

email address of the
recipient and the subject.

Beginning. Just like in a

letter, this is one-liner
salutation.

Middle. Details and

information you want to
deliver.

Ending. Closure and

follow-up action.

As you write your emails, here are more tips to remember.

Do’s and Don’ts in using the email

1. Include a clear, direct subject line.
2. Use a professional email address.
3. Think twice before hitting Reply All.
4. Include a signature block.
5. Use professional salutations.
6. Use exclamation points sparingly.
7. Be cautious with humor.

RO_Reading and Writing_Q2/4_LP 4.3

 8. Know that people from different cultures speak and write differently.
9. Reply to your emails--even if the email wasn't intended for you.
10. Proofread every message.
11. Add the email address last.
12. Double-check that you've selected the correct recipient.
13. Keep your fonts classic.
14. Keep tabs on your tone.
15. Nothing is confidential--so write accordingly.

III. ACTIVITIES

A. PRACTICE TASKS

Practice Task 1.

Direction: Supply the answer to each question. Use an answer sheet.

________________ 1. What is the first part of a memorandum?

________________ 2. What is the tone of a memorandum?
________________ 3. What is the longest portion of a memorandum?
________________ 4. This part includes the purpose of the memorandum, context and problem, and
the specific assignment or task. What is this?
________________ 5. In this part you include the event, circumstances, or background of the problem
you are solving or the information you are disseminating. What is this?
________________ 6. How should the information or details be presented?
________________ 7. This is the short summary of the purpose of the memorandum.
________________ 8. To whom is the memorandum intended.
________________ 9. From whom the memorandum is from.
________________ 10. This part is where the task is mentioned.

Practice Task 2: Write a Memo!

Write a memorandum by filling the needed information on the template from the
given scenario. Your answers should be written in two separate sheets.

MEMORANDUM

Heading Title:

To:

From:

Subject:

Date:

Body

Opening

RO_Reading and Writing_Q2/4_LP 4.3

 Middle

Ending

Scenario A.
It has been a pressing problem of the school every time there is a program where the
audience appeared unruly and almost half is missing. As the SSG President, you want to
remind the students of the attendance and behavior during school programs and
convocation in accordance to the student handbook and school policy.

Scenario B.
The barangay released new guidelines concerning Covid19 precautionary measures
and policy. As the SK chairperson, you were tasked to release a memo for all Purok Leaders
to attend the conference to clarify the content of the new guidelines. Remind them of the
protocols and safety measures already being implemented in conducting gatherings.

Practice Task 3: You’ve Got Mail!

Direction: Now you are ready to make a memo or a letter through email. Send an email
of invitation to a meeting or any event. Send it to the email address of your teacher.

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B. ASSESSMENT
Direction: Write the letter of the correct answer on your answer sheet.
1. This refers the written form used to exchange internal and external communication to
support all office processes.
A. Business letter
B. Business e-mail
C. Office correspondence
D. Business memo

2. This is the part of a memorandum where you include the short summary of the purpose
for writing.
A. Subject
B. Recipient
C. Cc
D. bcc

3. What is the purpose in writing a memorandum?

A. To share a funny story
B. To catch up on a missed birthday
C. To convey information and decisions or make requests
D. To tell about your day

4. In writing a memorandum, language should be

A. Clear and direct
B. Creative
C. Kind and encouraging
D. friendly

5. Where should you include the event, circumstances, or background of the problem
you are solving or the information you are disseminating?
A. Heading
B. Signature
C. Middle or context
D. Address

RUBRIC FOR SCORING

For Practice Tasks 2/3
Needs
Very Good Good Average
Criteria Improvement
(10 pts) (6 pts) (4 pts)
(2 pts)
The memo/email contains
necessary parts that are
required
The memo/email follows
pointers in making one
The correctness of data are
observed
The memo/email follows
grammar rules and structure

Total Points:
Highest Possible Score: 40 points

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IV. REFLECTION/ COMMENTS/ SUGGESTIONS

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