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The answer and response of the materials in Session 3-English
The difference between Memo and E-mail :
A memo (short for memorandum) and an email (short for electronic mail) are both forms of written communication, but they have some key differences. Here are the main distinctions between the two:
• Memo:
- Memo, It used only for communication within an organization (Inside organization), especially when the subject is more formal, non-routine, and more serious than what you’d write in an email.
- Format and Medium: Memo is A formal document typically used within an organization. It is usually printed on paper and distributed physically or posted on a bulletin board. Memos have a specific format, including headings, subject lines, and a formal tone.
- Purpose and Audience: Memos are primarily used for internal communication within an organization. They are typically used to convey important information, announce policy changes, provide updates, or request action from employees or colleagues.
- Formality and Tone: Memos are generally more formal in tone and language. They often follow a specific structure and use professional language appropriate for the workplace. Memos are usually signed by the sender and may include the sender's job title or department.
- Accessibility and Archiving: Memos are physical documents that need to be printed or distributed manually. They can be easily filed and archived for future reference. However, accessing memos may require physical access to the document or a designated location.
• Email:
- Email, It generally used both within an organization (“in-house”) and outside an organization (Inside and Outside organization), when the subject is relatively informal and routine.
- Format and Medium: Email is an electronic message sent and received through computer networks. It is a digital form of communication that can be sent instantly to one or multiple recipients. Emails can be formatted using various fonts, colors, and attachments.
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- Purpose and Audience: Emails can be used for both internal and external communication. They are commonly used for informal or formal communication with individuals or groups. Emails can be used for a wide range of purposes, including sharing information, discussing projects, arranging meetings, or sending attachments.
- Formality and Tone: Emails can vary in formality depending on the context and relationship between the sender and recipient. They can be more casual and conversational in tone, especially when communicating with colleagues or friends.
However, emails sent to superiors or external contacts may require a more formal tone.
- Accessibility and Archiving: Emails are stored electronically and can be accessed from anywhere with an internet connection. They can be easily searched, organized into folders, and archived digitally. Email platforms often provide features for filtering, flagging, and categorizing messages.
In summary, memos are formal, printed documents used for internal communication within an organization, Memos are typically more formal and have a specific format. E- mails are more flexible in terms of formatting and can be sent instantly to recipients. While emails are digital messages that can be used for both internal and external communication.
3 Example of Memo and E-mail:
Memo
Date: October 28th, 2023 To: Department Managers
From: Romauli Siagian, Store Manager
Subject: Customer Service Excellence Nominations
Please submit your nominations for the quarterly Customer Service Excellence Award by November 10th. Help us identify great employees!
Do you have an employee who you feel fortunate to have in your department? Does this employee show a positive and professional attitude when helping customers? Do you get frequent comments about this person’s friendliness and helpfulness? Now, you have an opportunity to give this employee the recognition they deserve.
According to the nomination criteria, nominees must:
demonstrate excellent customer service consistent with Variety Craft Supplies’
policies;
have worked at Variety Craft Supplies for at least six months;
work 20 or more hours per week;
not have received the Customer Service Excellent Award within the last year; and
have a record clear of oral and written warnings for the last six months.
The winner of the award will receive a framed certificate and a $150 check.
A nominating form is attached. Please complete and return it to me by Friday, November 10th. Thank you for your help in identifying and rewarding excellent customer service representatives.
4 Email
Subject: Request for Time Off
Dear Manager,
I am writing to request time off from work for the week of November 6-10th, 2021. I have attached my vacation request form for your review and approval.
During my absence, I will ensure that all of my current projects are up to date and that my team members have access to any necessary information or resources. If there are any urgent matters that require my attention, please do not hesitate to contact me.
Thank you for your consideration of my request. I look forward to hearing back from you soon.
Best regards, Jane Smith
To: Fransisca Hello Sis!
I miss you so much. I hope you and our family is in good condition. I am fine and very happy with my job here. The leader and all staffs here are kind. But, my contract almost end soon and I will back home. Don't worry because I believe that I will continue the contact next year. See you Sis.
Your lovely sister, Uli
5 To: [email protected]
From: [email protected] Subject: Construction Interruptions Dear Mr. Fajar,
I know employees of Evergreen Corp. are looking forward to moving into the new Station Street building in December, but recently groups of employees who do not have business here have been walking through the building. These visits create a safety hazard, interrupt the construction workers, and could put your occupancy date in jeopardy.
Would you please ask your staff members who haven’t already been moved to Station Street to stay out of the building? If they need to meet here with someone who has already moved, they should conduct their business and leave promptly via the nearest staircase.
We need to avoid further interruptions so our construction workers can get the building ready for occupancy on schedule. If you have any questions, please call me.
Thank you.
Yours Sincerely,
Romauli Siagian
Construction Site Manager, Karya Construction Co.
TB. Simatupang Street Kav. 1-3, 10Fl, Number 102, South Jakarta, Indonesia
References:
MKWI4201/Email Informal dan Memo Bisnis/Tutorial Sesi ke-3/ IstyasmiSuminar, S.Pd., M.A./ Penelaah: VicaAnanta Kusuma, S.Pd., M.A
Wyrick, J. (2008). Steps to writing well (10th ed.). Boston, MA: Thomson Wadsworth.