4th Year Language Internal Exam Study Guide

Expository Guide 4TH Year
Emails
Emails are used to communicate with people outside of your organization. They
should be written in a professional and formal tone. The structure of an email
includes:
- A subject line that summarizes the main point of the email
- A greeting, such as "Dear [Name]" or "Hello [Name]"
- An introduction that explains the purpose of the email
- The main body of the email, which contains the information you want to convey
- A closing, such as "Sincerely" or "Best regards," followed by your name and
contact information
Memos
Memos are used to communicate with people within your organization. They are
typically short and to the point. The structure of a memo includes:
- A heading that includes the date, the recipient(s), the sender, and the subject
- An opening that explains the purpose of the memo
- The main body of the memo, which contains the information you want to convey
- A closing that summarizes the main points and any action that needs to be
taken
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Notices
Notices are used to inform people about something important. They are typically
posted in a public place or distributed to a large group of people. The structure
of a notice includes:
- A heading that states the purpose of the notice
- The main body of the notice, which contains the information you want to convey
- The date and location (if applicable)
- Contact information for more details (if necessary)
Emails
| Subject Line | Summarizes the main point of the email |

| Greeting | "Dear [Name]" or "Hello [Name]" |
| Introduction | Explains the purpose of the email |
| Main Body | Contains the information you want to convey |
| Closing | "Sincerely" or "Best regards," followed by your name and contact
information |
Memos
| Heading | Includes the date, the recipient(s), the sender, and the subject |
| Opening | Explains the purpose of the memo |
| Closing | Summarizes the main points and any action that needs to be taken
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Notices
| Heading | States the purpose of the notice |
| Date and Location | If applicable |
| Contact Information | For more details (if necessary) |
Complaint Letter
A complaint letter is a formal way to bring a problem to the attention of an
individual or organization. It should be written in a clear and concise manner,
and should include the following elements:
1. Your contact information: Include your name, address, phone number, and
email address at the top of the letter.
2. Date: Write the date on which you are writing the letter.
3. Recipient's contact information: Include the name and address of the person
or organization you are writing to.
4.Salutation: Use a formal salutation such as "Dear [Name]" or "To Whom It May
Concern.
5.Introduction: State the purpose of your letter and provide some background
information about the problem.
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6. Details of the complaint: Clearly describe the problem and provide any
relevant details such as dates, times, and names of people involved.
7.Evidence: If you have any evidence to support your complaint, such as

photographs or receipts, mention it in your letter.
8.Desired outcome: State what you would like to happen as a result of your
complaint. This could include a refund, replacement, or apology.
9.Closing: End your letter with a polite closing such as "Sincerely" or "Yours
faithfully," followed by your signature.
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Here is an example of a complaint letter:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Your Email Address]
[Your Telephone Number]
[Date]
[Recipient's Name]
[Recipient's Address]
[City, State ZIP Code]
Dear [Recipient's Name],

I am writing to bring to your attention a problem I recently experienced with
[product/service]. On [date], I purchased [product/service] from [location].
Unfortunately, [describe the problem].
I have attempted to resolve this issue by [describe any actions you have taken].
However, [describe what happened].I have attached [evidence] to support my
complaint. As a result of this issue, I would like to request [desired outcome]. I
hope that we can resolve this matter quickly and amicably.
Thank you for your attention to this matter.
Sincerely,
[Your Signature]
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[Your Name]
Memo Example
To: All Staff

From: [Your Name]
Date: [Date]
Subject: New Office Hours
I am writing to inform you that starting next week, our office hours will be
changing. The new hours will be from 9:00 AM to 5:00 PM, Monday to Friday.
This change is being made to better align with our clients' needs and to improve
our overall productivity. If you have any questions or concerns about this
change, please do not hesitate to contact me.
Thank you for your cooperation.
Sincerely,
[Your Name]
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Email Example
Subject: Meeting Reminder
Dear [Name],
I am writing to remind you about our meeting scheduled for tomorrow at 2:00
PM. The meeting will take place in the conference room on the second floor.
The purpose of the meeting is to discuss our upcoming project and to assign
tasks to team members. Please come prepared with any ideas or suggestions you
may have.
I look forward to seeing you there.
Best regards,
[Your Name]
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Notice Example
NOTICE
Annual Company Picnic
This is a reminder that our annual company picnic will be held on Saturday,
June 12th at Central Park. The event will start at 12:00 PM and will include food,
games, and activities for all ages.
Please RSVP by June 5th to let us know if you will be attending and how many
guests you will be bringing. We hope to see you there!
For more information, please contact [Name] at [Email] or [Phone Number].

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Expository Guide 4TH Year

| Subject Line | Summarizes the main point of the email |

7.Evidence: If you have any evidence to support your complaint, such as

Here is an example of a complaint letter:

Dear [Recipient's Name],

Thank you for your attention to this matter.

To: All Staff

Thank you for your cooperation.

Subject: Meeting Reminder

I look forward to seeing you there.

For more information, please contact [Name] at [Email] or [Phone Number].

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