Memo Formality

Aim: This exercise is for you to learn about the formality of a memo. It shows the right language to use for a formal memo of resignation

Instructions: Read the memo, then answer the questions.

Questions

  1. Why is Stephen Yu writing this document?
    [See Answer]
    .
  2. Which part of the memo that gives this information.
    [See Answer]
    .
  3. Why has Stephen Yu used a number of polite phrases?
    [See Answer]
    .
  4. What are these phrases?
    [See Answer]
    .
  5. Stephen Yu is tentative (uncertain or not definite) when he informs Katherine Chu about his departure date. Which words indicate this tentativeness?
    [See Answer]

Click here to go to the
<< Previous Exercise on Memo Organisation

>> Next exercise, on Language to Show Status

MEMO

To:          Katherine Chu, Regional Manager
From:     Stephen Yu, Sales
Date :    
Subject:  My resignation

I am writing to inform you of my intention to resign from G & S Holdings.

I have appreciated very much my four years working for the company. The training has been excellent and I have gained valuable experience working within an efficient and professional team environment. In particular, I have appreciated your personal guidance during these first years of my career.

I feel now that it is time to further develop my knowledge and skills base in a different environment.

I would like to leave, if possible, in a month's time on . This will allow me to complete my current workload. I hope that this suggested arrangement is acceptable to the company.

Once again, thank you for your support.

 
 

 

 

 

 

Answers:

  1. Stephen is writing to inform his manager of his resignation.
    [Back to the Questions]
    transparentdot.gif (54 bytes)
  2. The word resignation in the subject heading 'My resignation' and in the first paragraph, "I am writing to inform you of my intention to resign from G & S Holdings."
    [Back to the Questions]
    transparentdot.gif (54 bytes)
  3. He used polite phrases for the following reasons: 
    • he wants to break the news as gently as possible, to avoid annoying the manager. Staff resignations cause trouble for a manager, as the manager then has to recruit another member of staff, which is a time-consuming, expensive and troublesome process.
    • he's writing to the Regional Manager, who has a higher status in the company
    • he may want a good reference letter
    • he may want Katherine Chu to be a referee for him in future
  4. The polite phrases are:
    "I have appreciated very much my four years..."
    "I have gained valuable experience working within an efficient and professional team environment. In particular, I have appreciated your personal guidance..."
    "Once again, thank you for your support."
    [Back to the Questions]
    transparentdot.gif (54 bytes)
  5. "I would like to leave, if possible,.." This is tentative becase it uses a conditional sentence (conditional sentences use 'if' and have a comma in the middle).
    " I hope that this suggested arrangement is acceptable to the company". This is tentative because of the word 'hope'.
    [Back to the Questions]
    transparentdot.gif (54 bytes)

 

Last updated on: Monday, March 26, 2012