Master’s programme (S1)

“Digital Engineering”

Module:
Language and Communication: Applied and Technical English

FORMAL CORRESPONDENCE
22/11/2023

Instructor: Abdelkrim Chirig

[email protected]

Fall 2023
 CONTENTS

1. Business letters
2. Formal emails
3. Memos
4. Reports
5. Proposals
6. Cover letters
7. Application letters
1. BUSINESS LETTERS
These are traditional forms of professional communication, typically printed on
company letterhead and sent via post.

A. Purpose: To communicate formally with external investors like clients, partners, or

other businesses.
B. Structure: Typically includes sender's address, date, recipient’s address, salutation,
body, closing, and signature.

C. Steps:
1. Header: Include your address and the date, followed by the recipient’s address.
2. Salutation: Use a formal greeting with the recipient’s correct title and surname.
3. Introduction: Briefly state the purpose of your letter.
4. Body: Provide the details of your communication, organized into paragraphs.
5. Conclusion: Summarize your points and state any actions needed.
6. Closing: Use a formal sign-off like “Sincerely” or “Best regards”…
7. Signature: Sign your name and print it underneath. Include your title if applicable.
2. FORMAL EMAILS
Emails are the most common form of business communication, known for their
speed and efficiency.

A. Purpose: For daily communication with colleagues, clients, and other businesses.
B. Structure: Features a subject line, salutation, body, closing, and email signature.

C. Steps:
1. Subject Line: Write a concise subject that reflects the content of the email.
2. Salutation: Start with a formal greeting, using the recipient’s name and title.
3. Introduction: State the email’s purpose at the beginning.
4. Body: Keep your message clear and concise. Use bullet points if needed.
5. Conclusion: Reiterate the main point and the expected response.
6. Closing: End with a professional sign-off, followed by your name and contact
information.
3. MEMOS (MEMORANDUMS)
Memos are used for internal communication within an organization.

A. Purpose: To inform or instruct employees on policies, procedures, or

actions.
B Structure: Has a header that lists recipients, the sender, the date, and the
subject.

C. Steps:
1. Header: Clearly state to whom the memo is addressed, who it is from,
the date, and the subject.
2. Opening: Provide a context or purpose of the memo.
3. Body: Elaborate on the information or instructions.
4. Conclusion: Sum up the memo and specify any desired actions.
5. Attachment Note: Indicate if there are any documents attached.
4. REPORTS
Reports present information, event account or research and are often used to
support decision-making.

A. Purpose: To provide a structured and detailed account of a specific subject matter.

B. Structure: Contains a title page, table of contents, executive summary, introduction,
main body, conclusion, and appendices.

C. Steps:
1. Preparation: Research and gather necessary information.
2. Title Page: Include the title, author’s name, and date.
3. Executive Summary: Summarize the key points of the report.
4. Introduction: State the purpose and objectives of the report.
5. Body: Present your findings, with sections and subheadings for clarity.
6. Conclusion: Summarize the findings and suggest recommendations.
7. Appendices: Add any additional data or material that supports your report.
5. PROPOSALS
Proposals are documents that suggest a plan or project to others, often in a bid for a
contract or agreement.

A. Purpose: To offer services or outline how one can address the needs of the recipient.
B. Structure: Includes an introduction, a statement of need, the proposal or plan,
methodology, budget, and conclusion.

C. Steps:
1. Introduction: Introduce the proposal and its purpose.
2. Statement of Need: Explain the problem or need your proposal addresses.
3. Proposal Description: Detail the solution, plan, or project you are proposing.
4. Methodology: Describe how you will implement the proposal.
5. Budget: Outline the financial requirements (if applicable).
6. Conclusion: Recap the benefits of your proposal and prompt for action.
6. COVER LETTERS
A cover letter accompanies a resume or CV, typically when applying for jobs.

A. Purpose: To introduce oneself to a potential employer and highlight key aspects of

one's resume.
B. Structure: Has an introduction, body, and conclusion, tailored to the job.

C. Steps:
1. Header: Include your contact information, the date, and the employer’s contact
information.
2. Salutation: Address the hiring manager by name if possible.
3. Introduction: Mention the job you’re applying for and how you learned about it.
4. Body: Explain why you are a good fit for the position and company.
5. Conclusion: Summarize your qualifications and express a desire for an interview.
6. Closing: Use a professional closing and sign your name.
7. APPLICATION LETTERS
Often accompanies a resume when applying for jobs.

A. Purpose: It is for job description, highlighting how the applicant’s skills and
experiences align with the job requirements.
B. Structure: The format includes an introduction, a body with arguments supporting the
candidacy, and a conclusion with a call to action.
C. Steps:
Header: Like a business letter, start with personal contact information, the date, and the
employer’s contact details.
Introduction: Begin by stating the job title, where the listing was found, and an attention-
grabbing statement about why the student is an excellent candidate.
Body: This can be one or several paragraphs long, highlighting relevant experience,
skills, achievements, and why they are interested in the position and company.
Conclusion: Encourage the reader to take action, suggesting an interview or meeting to
discuss the application further.
Closing: Use a professional closing statement, a signature, and the student's typed name.