Internal messages. Unit 2. BEC Writing Part 1 ( Unit 2-3).   

Module 2

Master - class BEC Vantage Writing. 

 

 

Обработка видео...

What is internal message?

Internal communication is information and ideas exchange within the organization itself.
Focus:
  • •Giving instructions,
  • •explaining a development,
  • •asking for comments,
  • •requesting information,
  • •agreeing requests.


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Basic information

Type of the task: Memo or email.
  • You have to write a memo or email. You are given a context explaining who you are and who you writing to and why.
  • You are given three points to include in your message.
  • You must write 40-50 words.

Sample

Subject: Visit tomorrow.
Mr. Bianchi of Ferrara Textiles will be looking around the company tomorrow, from about 12.00. It is important to make a good impression. Please:
1. Inform all staff in your department.
2. Remind them to greet Mr Bianchini by name and take time to answer his questions.
3. Arrange lunch breaks so that there is always someone available in your section.

Thank you for your cooperation.

Structure

A typical structure for any piece of written communication, short message or longer report is:

Situation.

Problem or Objective.

Solution orStrategy.

Closing comment.

1. Situation

Mr. Bianchi of Ferrara Textiles will be looking around the company tomorrow, from about 12.

2. Objective.

It is important to make a good impression.

3. Strategy.

Inform all staff in your department. Remind them to greet Mr. Bianchi by name and take time to answer his questions.

4. Closing comment.

Thank you for your cooperation.

Points

1.Separate points are used to refer to information or action.
2.The points can be organized by numbers, headings, or bullet points.
3.The style is clear and direct; sentences are short and have a simple structure.
4.The language is neutral, not informal.
5.If the memo refers to action, imperative verb forms are common ( Inform…, Prepare…).
6.Useful endings: Thank you for your cooperation./Please contact me if there are any problems.


TIPS

1.Use appropriate style ( neutral/standard).
2.Be direct and brief ( keep to the point).
3.Include all of the three points.
4.Do not copy the exact words from the three things which need to be included in the email. Your job is to give the information, to transmit and communicate it, not to copy.
5.Change the nouns. Try not to repeat the nouns used in the three sentences. Use synonyms or express the same thing in different words. If the sentences use the word "away" say absent or out of the office, if the sentences talk about equipment then give examples.
6.Put two of the three things in one longer sentence and connect the sentence with a conjunction, (because, so and but). Often the first two things can naturally be put into a long sentence.
7. Divide your email into short paragraphs or one long sentence per paragraph. The word limit is 50 words so keep it concise and separate the information so it is easy to read.