12 OUMH2203_topic08
TOPIC 8 MEMOS, E-MAILS AND FAXES
LEARNING OUTCOMES
By the end of this topic, you should be able to:
1. Name the different types and parts of a memo;
2. Use appropriate language in e-mail;
3. Describe the format, style and layout in faxes;
4. Write good memos, e-mail and faxes; and
5. Practise rules of subject-verb agreement.
INTRODUCTION
This topic will introduce you to the different styles and layout used in memos,
e-mails and faxes. It explains some of the fundamental differences between
memos and business letters, and describes common practices when sending e-
mail and faxes. The topic also contains activities and exercises to give you
practice in using subject-verb agreement involving singular and plural subjects.
8.1 MEMORANDUM
A memo or memorandum is a form of written business communication. Memos
are circulated within a company, and rarely go out to clients. However, a government
department may use memos to communicate with other government departments or
authorities. It is less formal than a letter, which is regarded as a serious document that
must be carefully filed.
A memo may communicate information, explain new procedures, announce
changes, make requests, confirm results or offer advice. The format, style and
organisation of memos vary enormously, mainly because of the influence of
corporate culture and also because they can be used to communicate with one or
many people who may be of similar or very different status.
8.1.1 Advantages of a Memo
A memo has several advantages, which are detailed below:
(a) The same message is communicated accurately to many people at the same
time;
(b) It takes little time to construct because it is informal yet provides a written
record for filing and reference;
(c) It allows the writer to convey detailed or difficult information logically; and
(d) It indicates, by the companyÊs letterhead, that it is an internal piece of
communication and part of company procedure.
8.1.2 Parts of a Memo
A memo comprises the following parts:
? Heading (To, From, Date, Subject);
? Body (written in short paragraphs, blocked to the left margin);
? Reference initials (optional); and
? Attachment notation.
8.1.3 Distribution List
This is a list comprising the names of people to whom the memo will be sent. It is
used when a memo is sent to a group rather than an individual. The names are
listed at the bottom of the memo in alphabetical or rank order and indented to
the first tab.
Figure 8.1: Parts of a memo
ACTIVITY 8.1
1. The following are some basic rules about memos. Compare these
rules to those for writing a business letter. How do they differ?
SOME BASIC RULES ABOUT MEMOS
A Heading: "To"
B Heading: "From"
C Date
D Subject heading/subject line
E Only about one subject
F Body should be aligned to the left margin
G Should not be longer than one page
H Names kept brief e.g. M. Ismail or even Ismail
I Position of receiver and sender
J No addresses
K No full greetings or closings
L Initialled by sender, not signed in full
2. The different parts of a memo are listed below in a jumbled-up
state. Rearrange the parts and list them down in their correct order.
(a) body of the memo
(b) name(s) of anybody else who will receive a copy of the memo
(c) conclusion or recommendation
(d) date
(e) deadline
(f ) name of the person sending the memo
(g) initials of the sender
(h) request for cooperation
(i ) name of the person to whom the memo is sent
(j ) brief introduction to the memo, either giving background
information or the main point of the memo
(k) subject heading
3. Read the following request memo. Briefly describe the content of
the different parts of the memo numbered 1 to 7.
8.2 TYPES OF MEMO
There are many types of memos that are routinely sent out in an organisation.
Some of the most common types include:
8.2.1 Directive Memo
A directive memo states a policy or procedure that you want your co-workers to
follow. The body of the memo starts with a clear, concise sentence that states the
purpose of the memo, for example: The purpose of this memo is to let all
members of the ABC department know that doughnuts will be provided every
Friday morning at 8am.
You then explain the rationale for such a decision or procedure.
8.2.2 Response Memo
The response memo responds to a request for information. It comprises four
parts the purpose statement, summary, discussion and action. It always starts
with a short paragraph stating the purpose, followed by a summary of the
information requested, a discussion of the important points, and the action you
are going to take or feel should be taken.
8.2.3 Trip Report Memo
This is usually sent to a supervisor after an employee returns from a business
trip. It follows the same format as the response memo. In the action section,
include relevant information that you may have come across after returning from
the trip or recommendations that you might want to make.
8.2.4 Field Report Memo
A field report memo highlights a problem and reports on the procedures taken to
resolve the problem. It has the following sub-sections purpose, summary,
problem leading to the decision to perform the procedure, methods, results,
conclusions and recommendations.
8.2.5 Transmittal Memo
This is the first document in a report package. The functions of the transmittal
memo include announcing the release of a report (giving the date, by whom the
report was authorised and the general purpose of the report). It also summarises
conclusions and recommendations, credits the project team for their work, and
notes special points of interest.
8.2.6 Announcement Memo
This type of memo issues an announcement to all staff members at the same time.
8.2.7 Instruction Memo
This type of memo gives instructions that need to be complied with by the staff.
8.2.8 Authorisation Memo
This type gives the green light for an action to be taken.
ACTIVITY 8.2
Read the following extracts taken from different types of memo.
Identify the types of memo that you think these extracts belong to.
Check your answers. You will notice that the function of the
information contained in these extracts reflect the names of the memos.
(a)
The statistics on half-year expenditure which you asked for are
attached.
(b) To ensure the photocopier is used properly, bear in mind the
following procedures:
Use the machine for only up to 30 minutes at a time; and
Allow the machine to cool off for at least five minutes
before the next photocopying session.
(c)
Please order the Accounting Computing Packages from the
supplier identified and arrange for their installation as soon as
possible.
(d)
Employees are entitled to a 15% discount on our products at
any of our branches.
8.3 SUBJECT-VERB AGREEMENT
There are many rules on subject-verb agreement. Study the following rules and
examples carefully:
1. When two or more subjects are connected by or or nor, the verb must
agree with the subject closest to it.
S S
Example: (a) Either the head of department or the section leader
V
has to attend the meeting.
S S V
(b) Neither the representatives nor the members are
absent today.
S S
(c) Either the union representatives or the section head
V
has to leave the meeting.
S S V
(d) Neither the manager nor the employees are to be
blamed.
2. Each of the words in the following list goes with a singular verb.
every
each
one
everyone
anyone singular verb e.g. is, was, has, does, takes, walks
someone
anybody
somebody
nobody
ACTIVITY 8.3
Complete the following sentences with the correct form of the verb
given in brackets.
1. Each and every one of the employees (is/are)
eligible for promotion.
2. Somebody, if not all, (has/have) to volunteer
to travel for the company.
3. Either the brochure or the work samples (has/have)
to be enclosed in the mail.
4. Neither the new models nor the old ones
(prove/proves) to be cost effective.
5. One of the machines (cost/costs) RM13,420.00, which
is more than we budgeted for.
8.4 E-MAILS
Electronic communication is one of the fastest growing communication
trends in the world today. Electronic mail (e-mail) enables an individual to
create a message within a mail application on a computer and then, with the
push of a button, send it to the electronic mailbox of another individual. It is sent
via intranet (LAN) and via the World Wide Web (www).
Mail applications offer a number of options, depending on their sophistication
and/or knowledge of the user. For example, messages can be spell-checked,
stored without being sent, copied, sent to multiple receivers, forwarded to other
users, printed and have replies automatically generated, delivery confirmed or
files attached.
8.4.1 Netiquette
Netiquette refers to etiquette on the Net. It maintains and promotes goodwill
between the writer and the recipient. A professional e-mail message should be
courteous and confident.
Netiquette Dos Netiquette DonÊts
Be polite and civil Use capital letters (shouting)
Keep e-mail short and brief Post flame bait
Respect privacy Use emotional language
Stay on topic Send out unsolicited mass e-mails
Reply promptly Claim e-mail as urgent when they are not
ACTIVITY 8.4
1. Do you enjoy sending e-mails? Why?
2. With reference to netiquette, what are some of the doÊs and donÊts
when it comes to sending and receiving e-mails?
8.4.2 Net Addresses
Each part of a Net address has a specific purpose appropriate to the writer and
the reader. Net addresses must be accurately written. One incorrect digit or letter
will send the e- mail to the wrong location. The general rule for Net addresses is
that it must be presented in lowercase. A Net address contains the userÊs ID at a
site or domain. The domain identifies the organisation running the site and the
kind of site. The organisation suffix at the end of the e-mail address identifies the
type of organisation, as indicated by the following.
Com Commercial business
Org Non-profit organisations
Edu Educational institutions
Gov Government organisations
Net Companies or organisations that run large networks
8.4.3 Addressing E-mails
By pointing and clicking the mouse, or by using arrow keys and then pressing
the „enter‰ key, one or more names can be selected from our address book and
automatically entered into the „to‰ field. Your own name or computer account
will automatically appear in the „from‰ field. „Date‰ is also automatically
generated by the application. It is optional but highly advisable to supply a
subject line. E-mails generally take the format of a standard memo.
An e-mail or Internet address consists of specific parts. It typically takes the
following form: name@machine name.organisation.type of organisation.country
An example of an e-mail address is: hezrim@yahoo.com.my
8.4.4 Layout
The layout of an e-mail message is the frame for your message. The acceptable
minimum parts for an e-mail message are as follows:
? Recipient Ês name
? Sender Ês name
? Subject
? Date
? Body
? E-mail address
? At least one other option, apart from the e-mail address, of contacting the sender
8.4.5 E-mail Abbreviations
Abbreviations are sometimes used in e-mails. The following are some examples:
btw (by the way), fyi (for your information), imho (in my humble opinion), fwiw
(for what itÊs worth), hth (hope this helps) and afaik (as far as I know).
Figure 8.2: Abbreviations used in e-mails
ACTIVITY 8.5
1. Complete this e-mail using expressions contained in the previous
sample given, that convey the same meaning as the underlined
expressions.
Jaya, thanks for your plans on reducing the budget of the sales
department. I would be grateful if you could (1) send copies to
Sarah Ismail of any e-mails you send to me. (2) With this e-
mail, you will find a Word document with my comments.
Please let me know if, for any reason, you cannot open the (3)
document that comes with this e-mail. (4) I am sending your
proposals to all members of the board.
(5) Greetings,
Devi
2. Complete the extracts from these e-mails, using the abbreviations
previously introduced.
(i) I am not sure about this, but _________ there seems to be a
reorganisation going on in the company.
(ii) You asked about sales figures for three years. Please see
the attached document.________. Good luck in preparing
next yearÊs budget.
8.5 FAXES
Faxes are a well-established means of communication in modern business and are
widely used because of their speed, convenience and flexibility. They are as fast as a
telephone call and relatively cheap. They are more convenient than e-mail because
any sheet of paper can be put through a fax machine and they can be used by
companies with no Internet connection. The format used varies widely but will
mainly be dictated by a companyÊs preferences or the software used to generate the
faxes. However, there are certain practical considerations which affect some aspects
of the layout e.g. the need to know how many pages are being sent and the need to
specify sendersÊ and recipientsÊ telephone numbers in case of failed transmission.
The style of text in faxes may sometimes be much more informal than in a letter.
8.5.1 Sending Faxes
Adeline Chan in Singapore is on the phone with Tan Sim Hock from Kuala Lumpur.
Tan: Yes, I thinkyou will be interested in our latest designs
Chan: Can you send them by fax?
Tan: Sure.I will fax you right now. What is your fax number?
Chan: 02 for Singapore followed by 3976 3421.
Tan: OK. I have got that.
Chan: Can you also fax the specifications that you think we need?
Tan: I willfax you everything we have. There are about 17 pages.
Chan: If you could fax it now, that would be great!
8.5.2 Layout of Faxes
The following is a layout of a fax cover sheet:
FAX COVER SHEET1
Date: 19 November 2010 To fax number: +02 3976 3421
To: Adeline Chan From: Tan Sim Hock
Number of pages including this cover sheet: 17
Dear Adeline,
It was good to hear from you again. The following pages give details of the latest
additions to our range. If you require any further information, please do not
hesitate to contact me.
Best regards,
Tan Sim Hock
This fax may contain confidential information2. If you are not the intended
3 4
recipient , advise the sender and destroy this document. If you do not receive all
pages, or if any pages are illegible, please phone (6) 03-2284 6545 immediately.
Key:
1. Cover sheet: The first page of a fax showing who it is from.
2. Confidential information: Things that others should NOT know.
3. Intended recipient: The person who should receive the fax.
4. Advise the sender: Tell the person who sent it.
8.5.3 Receiving Faxes
Tan: Did you get my fax?
Adeline: You are not going to believe this, but the paper got stuck and
the machine jammed.
Tan: No problem. I will send it again.
15 minutes later
Tan: Did the fax go through this time?
Adeline: Yes but pages 6 and 11 were not legible. I could not read them.
Tan: No problem, I will resend them.
ACTIVITY 8.6
Tan Sim Hock sends a fax to Milan. The person receiving the fax phones
Tan. Read what is said and complete the statements using expressions
from the last section of the sample fax cover sheet given in the previous
page.
1. „Milan Auto Exec here. We have received a fax from you to a
company called Milan Fashion House. Our fax numbers are very
similar. There must be some mistake.‰
Milan Auto Exec (MAE) is not the___________ ___________, and so
they tell the person sending the fax.
They___________the___________.
2. „The designs you received are top secret. Could you please tear
them before throwing them away?Ê
The information is ___________. Tan wants MAE
to___________the fax so that no one else sees it.
3. „Do not worry. There is something wrong with our fax machine
so we cannot read most of the pages anyway.‰
The person cannot read the fax: the fax, including most of
the ___________ ___________, is ___________.
? Apart from letters, business organisations use documents such as memos, e-
mails and faxes. These forms of business communication are taken seriously
and therefore ought to be unambiguous and well presented.
? The important aspects of memos, e-mails and faxes such as format, layout
and style are covered in this topic.
? A memo is a form of written business communication which is circulated
within a company.
? Memos communicate information, explain new procedures, announce
changes, make requests, confirm results or offer advice.
? E-mails usually comprise the following components the recipientÊs name,
senderÊs name, subject, date, body of the email and the e-mail address.
Ideally, it should also contain at least one other option, apart from the e-mail
address, of contacting the sender.
? Netiquette refers to etiquette on the Internet, and aims to maintain and
promote goodwill.
? The main advantages of faxes are speed, convenience and flexibility.
Announcement memo
Netiquette
Directive memo
Request memo
Response memo
Transmittal memo
Field Trip memo
Trip Report memo
TOPIC 8 MEMOS, E-MAILS AND FAXES
LEARNING OUTCOMES
By the end of this topic, you should be able to:
1. Name the different types and parts of a memo;
2. Use appropriate language in e-mail;
3. Describe the format, style and layout in faxes;
4. Write good memos, e-mail and faxes; and
5. Practise rules of subject-verb agreement.
INTRODUCTION
This topic will introduce you to the different styles and layout used in memos,
e-mails and faxes. It explains some of the fundamental differences between
memos and business letters, and describes common practices when sending e-
mail and faxes. The topic also contains activities and exercises to give you
practice in using subject-verb agreement involving singular and plural subjects.
8.1 MEMORANDUM
A memo or memorandum is a form of written business communication. Memos
are circulated within a company, and rarely go out to clients. However, a government
department may use memos to communicate with other government departments or
authorities. It is less formal than a letter, which is regarded as a serious document that
must be carefully filed.
A memo may communicate information, explain new procedures, announce
changes, make requests, confirm results or offer advice. The format, style and
organisation of memos vary enormously, mainly because of the influence of
corporate culture and also because they can be used to communicate with one or
many people who may be of similar or very different status.
8.1.1 Advantages of a Memo
A memo has several advantages, which are detailed below:
(a) The same message is communicated accurately to many people at the same
time;
(b) It takes little time to construct because it is informal yet provides a written
record for filing and reference;
(c) It allows the writer to convey detailed or difficult information logically; and
(d) It indicates, by the companyÊs letterhead, that it is an internal piece of
communication and part of company procedure.
8.1.2 Parts of a Memo
A memo comprises the following parts:
? Heading (To, From, Date, Subject);
? Body (written in short paragraphs, blocked to the left margin);
? Reference initials (optional); and
? Attachment notation.
8.1.3 Distribution List
This is a list comprising the names of people to whom the memo will be sent. It is
used when a memo is sent to a group rather than an individual. The names are
listed at the bottom of the memo in alphabetical or rank order and indented to
the first tab.
Figure 8.1: Parts of a memo
ACTIVITY 8.1
1. The following are some basic rules about memos. Compare these
rules to those for writing a business letter. How do they differ?
SOME BASIC RULES ABOUT MEMOS
A Heading: "To"
B Heading: "From"
C Date
D Subject heading/subject line
E Only about one subject
F Body should be aligned to the left margin
G Should not be longer than one page
H Names kept brief e.g. M. Ismail or even Ismail
I Position of receiver and sender
J No addresses
K No full greetings or closings
L Initialled by sender, not signed in full
2. The different parts of a memo are listed below in a jumbled-up
state. Rearrange the parts and list them down in their correct order.
(a) body of the memo
(b) name(s) of anybody else who will receive a copy of the memo
(c) conclusion or recommendation
(d) date
(e) deadline
(f ) name of the person sending the memo
(g) initials of the sender
(h) request for cooperation
(i ) name of the person to whom the memo is sent
(j ) brief introduction to the memo, either giving background
information or the main point of the memo
(k) subject heading
3. Read the following request memo. Briefly describe the content of
the different parts of the memo numbered 1 to 7.
8.2 TYPES OF MEMO
There are many types of memos that are routinely sent out in an organisation.
Some of the most common types include:
8.2.1 Directive Memo
A directive memo states a policy or procedure that you want your co-workers to
follow. The body of the memo starts with a clear, concise sentence that states the
purpose of the memo, for example: The purpose of this memo is to let all
members of the ABC department know that doughnuts will be provided every
Friday morning at 8am.
You then explain the rationale for such a decision or procedure.
8.2.2 Response Memo
The response memo responds to a request for information. It comprises four
parts the purpose statement, summary, discussion and action. It always starts
with a short paragraph stating the purpose, followed by a summary of the
information requested, a discussion of the important points, and the action you
are going to take or feel should be taken.
8.2.3 Trip Report Memo
This is usually sent to a supervisor after an employee returns from a business
trip. It follows the same format as the response memo. In the action section,
include relevant information that you may have come across after returning from
the trip or recommendations that you might want to make.
8.2.4 Field Report Memo
A field report memo highlights a problem and reports on the procedures taken to
resolve the problem. It has the following sub-sections purpose, summary,
problem leading to the decision to perform the procedure, methods, results,
conclusions and recommendations.
8.2.5 Transmittal Memo
This is the first document in a report package. The functions of the transmittal
memo include announcing the release of a report (giving the date, by whom the
report was authorised and the general purpose of the report). It also summarises
conclusions and recommendations, credits the project team for their work, and
notes special points of interest.
8.2.6 Announcement Memo
This type of memo issues an announcement to all staff members at the same time.
8.2.7 Instruction Memo
This type of memo gives instructions that need to be complied with by the staff.
8.2.8 Authorisation Memo
This type gives the green light for an action to be taken.
ACTIVITY 8.2
Read the following extracts taken from different types of memo.
Identify the types of memo that you think these extracts belong to.
Check your answers. You will notice that the function of the
information contained in these extracts reflect the names of the memos.
(a)
The statistics on half-year expenditure which you asked for are
attached.
(b) To ensure the photocopier is used properly, bear in mind the
following procedures:
Use the machine for only up to 30 minutes at a time; and
Allow the machine to cool off for at least five minutes
before the next photocopying session.
(c)
Please order the Accounting Computing Packages from the
supplier identified and arrange for their installation as soon as
possible.
(d)
Employees are entitled to a 15% discount on our products at
any of our branches.
8.3 SUBJECT-VERB AGREEMENT
There are many rules on subject-verb agreement. Study the following rules and
examples carefully:
1. When two or more subjects are connected by or or nor, the verb must
agree with the subject closest to it.
S S
Example: (a) Either the head of department or the section leader
V
has to attend the meeting.
S S V
(b) Neither the representatives nor the members are
absent today.
S S
(c) Either the union representatives or the section head
V
has to leave the meeting.
S S V
(d) Neither the manager nor the employees are to be
blamed.
2. Each of the words in the following list goes with a singular verb.
every
each
one
everyone
anyone singular verb e.g. is, was, has, does, takes, walks
someone
anybody
somebody
nobody
ACTIVITY 8.3
Complete the following sentences with the correct form of the verb
given in brackets.
1. Each and every one of the employees (is/are)
eligible for promotion.
2. Somebody, if not all, (has/have) to volunteer
to travel for the company.
3. Either the brochure or the work samples (has/have)
to be enclosed in the mail.
4. Neither the new models nor the old ones
(prove/proves) to be cost effective.
5. One of the machines (cost/costs) RM13,420.00, which
is more than we budgeted for.
8.4 E-MAILS
Electronic communication is one of the fastest growing communication
trends in the world today. Electronic mail (e-mail) enables an individual to
create a message within a mail application on a computer and then, with the
push of a button, send it to the electronic mailbox of another individual. It is sent
via intranet (LAN) and via the World Wide Web (www).
Mail applications offer a number of options, depending on their sophistication
and/or knowledge of the user. For example, messages can be spell-checked,
stored without being sent, copied, sent to multiple receivers, forwarded to other
users, printed and have replies automatically generated, delivery confirmed or
files attached.
8.4.1 Netiquette
Netiquette refers to etiquette on the Net. It maintains and promotes goodwill
between the writer and the recipient. A professional e-mail message should be
courteous and confident.
Netiquette Dos Netiquette DonÊts
Be polite and civil Use capital letters (shouting)
Keep e-mail short and brief Post flame bait
Respect privacy Use emotional language
Stay on topic Send out unsolicited mass e-mails
Reply promptly Claim e-mail as urgent when they are not
ACTIVITY 8.4
1. Do you enjoy sending e-mails? Why?
2. With reference to netiquette, what are some of the doÊs and donÊts
when it comes to sending and receiving e-mails?
8.4.2 Net Addresses
Each part of a Net address has a specific purpose appropriate to the writer and
the reader. Net addresses must be accurately written. One incorrect digit or letter
will send the e- mail to the wrong location. The general rule for Net addresses is
that it must be presented in lowercase. A Net address contains the userÊs ID at a
site or domain. The domain identifies the organisation running the site and the
kind of site. The organisation suffix at the end of the e-mail address identifies the
type of organisation, as indicated by the following.
Com Commercial business
Org Non-profit organisations
Edu Educational institutions
Gov Government organisations
Net Companies or organisations that run large networks
8.4.3 Addressing E-mails
By pointing and clicking the mouse, or by using arrow keys and then pressing
the „enter‰ key, one or more names can be selected from our address book and
automatically entered into the „to‰ field. Your own name or computer account
will automatically appear in the „from‰ field. „Date‰ is also automatically
generated by the application. It is optional but highly advisable to supply a
subject line. E-mails generally take the format of a standard memo.
An e-mail or Internet address consists of specific parts. It typically takes the
following form: name@machine name.organisation.type of organisation.country
An example of an e-mail address is: hezrim@yahoo.com.my
8.4.4 Layout
The layout of an e-mail message is the frame for your message. The acceptable
minimum parts for an e-mail message are as follows:
? Recipient Ês name
? Sender Ês name
? Subject
? Date
? Body
? E-mail address
? At least one other option, apart from the e-mail address, of contacting the sender
8.4.5 E-mail Abbreviations
Abbreviations are sometimes used in e-mails. The following are some examples:
btw (by the way), fyi (for your information), imho (in my humble opinion), fwiw
(for what itÊs worth), hth (hope this helps) and afaik (as far as I know).
Figure 8.2: Abbreviations used in e-mails
ACTIVITY 8.5
1. Complete this e-mail using expressions contained in the previous
sample given, that convey the same meaning as the underlined
expressions.
Jaya, thanks for your plans on reducing the budget of the sales
department. I would be grateful if you could (1) send copies to
Sarah Ismail of any e-mails you send to me. (2) With this e-
mail, you will find a Word document with my comments.
Please let me know if, for any reason, you cannot open the (3)
document that comes with this e-mail. (4) I am sending your
proposals to all members of the board.
(5) Greetings,
Devi
2. Complete the extracts from these e-mails, using the abbreviations
previously introduced.
(i) I am not sure about this, but _________ there seems to be a
reorganisation going on in the company.
(ii) You asked about sales figures for three years. Please see
the attached document.________. Good luck in preparing
next yearÊs budget.
8.5 FAXES
Faxes are a well-established means of communication in modern business and are
widely used because of their speed, convenience and flexibility. They are as fast as a
telephone call and relatively cheap. They are more convenient than e-mail because
any sheet of paper can be put through a fax machine and they can be used by
companies with no Internet connection. The format used varies widely but will
mainly be dictated by a companyÊs preferences or the software used to generate the
faxes. However, there are certain practical considerations which affect some aspects
of the layout e.g. the need to know how many pages are being sent and the need to
specify sendersÊ and recipientsÊ telephone numbers in case of failed transmission.
The style of text in faxes may sometimes be much more informal than in a letter.
8.5.1 Sending Faxes
Adeline Chan in Singapore is on the phone with Tan Sim Hock from Kuala Lumpur.
Tan: Yes, I thinkyou will be interested in our latest designs
Chan: Can you send them by fax?
Tan: Sure.I will fax you right now. What is your fax number?
Chan: 02 for Singapore followed by 3976 3421.
Tan: OK. I have got that.
Chan: Can you also fax the specifications that you think we need?
Tan: I willfax you everything we have. There are about 17 pages.
Chan: If you could fax it now, that would be great!
8.5.2 Layout of Faxes
The following is a layout of a fax cover sheet:
FAX COVER SHEET1
Date: 19 November 2010 To fax number: +02 3976 3421
To: Adeline Chan From: Tan Sim Hock
Number of pages including this cover sheet: 17
Dear Adeline,
It was good to hear from you again. The following pages give details of the latest
additions to our range. If you require any further information, please do not
hesitate to contact me.
Best regards,
Tan Sim Hock
This fax may contain confidential information2. If you are not the intended
3 4
recipient , advise the sender and destroy this document. If you do not receive all
pages, or if any pages are illegible, please phone (6) 03-2284 6545 immediately.
Key:
1. Cover sheet: The first page of a fax showing who it is from.
2. Confidential information: Things that others should NOT know.
3. Intended recipient: The person who should receive the fax.
4. Advise the sender: Tell the person who sent it.
8.5.3 Receiving Faxes
Tan: Did you get my fax?
Adeline: You are not going to believe this, but the paper got stuck and
the machine jammed.
Tan: No problem. I will send it again.
15 minutes later
Tan: Did the fax go through this time?
Adeline: Yes but pages 6 and 11 were not legible. I could not read them.
Tan: No problem, I will resend them.
ACTIVITY 8.6
Tan Sim Hock sends a fax to Milan. The person receiving the fax phones
Tan. Read what is said and complete the statements using expressions
from the last section of the sample fax cover sheet given in the previous
page.
1. „Milan Auto Exec here. We have received a fax from you to a
company called Milan Fashion House. Our fax numbers are very
similar. There must be some mistake.‰
Milan Auto Exec (MAE) is not the___________ ___________, and so
they tell the person sending the fax.
They___________the___________.
2. „The designs you received are top secret. Could you please tear
them before throwing them away?Ê
The information is ___________. Tan wants MAE
to___________the fax so that no one else sees it.
3. „Do not worry. There is something wrong with our fax machine
so we cannot read most of the pages anyway.‰
The person cannot read the fax: the fax, including most of
the ___________ ___________, is ___________.
? Apart from letters, business organisations use documents such as memos, e-
mails and faxes. These forms of business communication are taken seriously
and therefore ought to be unambiguous and well presented.
? The important aspects of memos, e-mails and faxes such as format, layout
and style are covered in this topic.
? A memo is a form of written business communication which is circulated
within a company.
? Memos communicate information, explain new procedures, announce
changes, make requests, confirm results or offer advice.
? E-mails usually comprise the following components the recipientÊs name,
senderÊs name, subject, date, body of the email and the e-mail address.
Ideally, it should also contain at least one other option, apart from the e-mail
address, of contacting the sender.
? Netiquette refers to etiquette on the Internet, and aims to maintain and
promote goodwill.
? The main advantages of faxes are speed, convenience and flexibility.
Announcement memo
Netiquette
Directive memo
Request memo
Response memo
Transmittal memo
Field Trip memo
Trip Report memo
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