E.

Harris
CMM125
☺
▪ 8.0 Produce various types of business correspondence.
▪ 8.1 Prepare effective and correctly formatted memoranda,
letters, and/or electronic messages such as email, text
messages, blogs, and/or wikis.
▪ 8.2 Demonstrate an understanding of short report format.
Writing an email is not the same as writing a text message.
The two methods of communication share similarities, but at
times, the level of formality required is quite different.
How NOT to write an email
(Mrandersonmath, 2013)
Figure 1
Unprofessional Email
Figure 2
Unprofessional Email
▪ Be polite, specific, and timely.
▪ Include a relevant subject line.
▪ Begin by saying hello.
▪ Address your professor by name.
▪ Provide the course code.
▪ End with your name and student ID #.
▪ Take the time to say thank you.
▪ Subject line
▪ Opening salutation
▪ Opening paragraph
▪ Body paragraph(s)
▪ Concluding paragraph
▪ Complimentary close
▪ Signature block
 1 2 3

Avoid one-word Summarize the Be specific.

subject lines. main idea.
▪ CMM125-07 A#3 Question
▪ CMM125-01 Missed Class
▪ CMM125-04 A#1 Deadline Extension
Request
▪ CMM125-02 Assignment #4 Confusion
▪ CMM125-03 Singh Attendance
Concern
▪ Hi, James,
▪ Greetings, James,
▪ James,
▪ Dear James:
▪ Dear Professor Smith:
▪ Dear Dr. Smith:
▪ Dear Mr. Smith:
▪ Dear James Smith:
 ▪ I require an extension for CMM125
A#1.
Be direct. Reveal
the main point
immediately.
 I’ve been working on my paper, but
due to an unforeseen incident, I won’t
be able to complete my work on time.
Provide the Could I please have an extra 24 hours
necessary details. to upload my assignment to the iLearn
dropbox without penalty?
 ▪ If you are willing to grant an
extension, please let me know before
Include deadlines, the due date so I can use my time
action information, wisely.
and closing
thoughts.
▪ Addison
▪ Sincerely, Addison
▪ Kind regards, Addison
▪ Best wishes, Addison
▪ Take care, Addison
▪ Respectfully, Addison
▪ Signature blocks include full contact information.

Addison Davis
PSW Student
Canadore College
addison.davis@canadorecollege.ca
Figure 3
Direct Request Email Example

To:
From:
Date:
Subject: CMM125-04 A#1 Deadline Extension Request
Dear Professor Smith,
I require an extension for CMM125 A#1.
I’ve been working on my paper, but due to an unforeseen incident, I won’t be able
to complete my work on time.
Could I please have an extra 24 hours to upload my assignment to the iLearn
dropbox without penalty?
If you are willing to grant an extension, please let me know before the due date so I
can use my time wisely.
Sincerely,
Addison

Addison Davis
PSW Student
Canadore College
addison.davis@canadore.ca
▪ Do not type in all caps or all lowercase letters.
▪ Avoid sending an email when angry.
▪ Double check the content and the recipient’s
address before hitting send.
▪ Compose offline.
▪ Assume all email is monitored.

(Guffey et al., 2010)

▪ Provide a permanent record
▪ Explain organizational
policies and procedures

(Guffey et al., 2010)

▪ Emails share many
similarities with memos.
▪ Can you identify the
similarities?
▪ Can you identify the
differences?
▪ Memo Header
▪ Includes date, to, from, and subject

▪ Opening
▪ Expands on the subject line

▪ Body
▪ Provides details

▪ Closing
▪ Promotes goodwill or requests action

(Guffey et al., 2010)

Figure 4
Interoffice Memo Example (Guffey et al., 2010)
Figure 5
Direct Interoffice Memo Example

INTEROFFICE MEMO
DATE: January 30, 2023
TO: All Students
FROM: Olivia Harris, Communications Professor OH
SUBJECT: Proposed Late Assignment Policy Change

The late assignment policy for CMM125 is under review.

A proposal is being considered that would allow students to submit late
assignments; however, those assignments would receive an automatic 20%
deduction.
If you have any comments regarding this proposed change, please email Jane
Smith jane.smith@canadorecollege.ca by March 21, 2023, so your comments can
be passed on to the late assignment review committee when it meets in April.
▪ Most reports flow upward (Guffey et al., 2010).
1. Informational

2. Analytical

Persuasive
3.
“The word report may make you think of a long formal
document, yet many reports are written as letters or short,
informal emails” (Blicq & Moretto, 2012, p. 51).
INFORMAL VERSUS FORMAL REPORTS

Formal
• Cover
• Title Page
• Summary
Informal • Table of Contents
• Summary • Introduction
• Background • Discussion
• Facts & Events • Conclusions
• Outcome/Action • Recommendations
• References
• Appendices

(Blicq & Moretto, 2012)

▪ Summary- A brief statement of the report’s main features
(often written last but placed first)
▪ Background- Information that “sets the scene” to prepare the
reader for the details that follow
▪ Facts and Events- Details that describe what happened, what
has been done, and what action needs to be taken
▪ Outcome/Action- Information that highlights the results and
effects/action to be taken

(Blicq & Moretto, 2012, p. 51)

Figure 6
Memo-Style Informal Report (Guffey et al., 2019)
Figure 7
Memo-Style Informal Report (Guffey et al., 2019)
Activity reports describe recurring activities.

Trip reports describe an event, summarize three to five main points of

interest, itemize expenses, and analyze the event's value.
Progress reports explain continuing projects, including work
completed, work in progress, future activities, and completion dates.
Investigative reports examine problems and supply facts.

Justification reports make recommendations to management and

provide data to solve problems and make decisions.
Feasibility reports analyze problems and predict whether alternatives
will be practical or advisable.

(Guffey et al., 2010)

 1 2 3
Workplace Keep your Your
communication workplace communication
requires effort, communication skills can go a
patience, and professional. long way toward
practice. helping you find
success in the
workplace.
THANK YOU!
▪ Blicq, R., & Moretto, L. (2012). Technically-write! (8th ed.).
Pearson Canada.
▪ Guffey, M. E., Loewy, D, & Almonte, R. (2019). Essentials of
business communication (9th ed.). Nelson.
▪ Guffey, M.E., Rhodes, K., & Rogin, P. (2010). Business
communication process and product (3rd ed.). Nelson Canada.
▪ Mrandersonmath. (2013, January 14). Bad email reply-What not
to say to your professor [Video file].
https://www.youtube.com/watch?v=zSNc8F9tqzY