The usual document for unofficial communication between units or people belonging to the University.
Format: DIN A4 (210 x 297 mm).
GENERAL DRAFTING CRITERIA
As an internal note is a particularly functional document used for communicating quickly, you should pay special attention to the following points when writing one:
- Make sure the degree of formality of the language you use is appropriate to your relationship with whoever you are writing to. The degree of formality should be somewhere between a respectful, neutral tone and a cordial tone.
- Give the note as logical and as simple a structure as possible so that it is easy to understand: introduce the topic, set out the facts and/or the arguments and, if appropriate, present a conclusion.
- Express your ideas clearly, precisely and concisely.
- Use the first person singular (I) when speaking in your own name.
- Use the first person plural (we) when speaking on behalf of the unit within the university you represent.
Formulas for the introduction:
• I am pleased to tell you...
• Please find enclosed...
• I enclose ...
• Further to..., I have to tell you...
• I am writing to tell you / inform you about.
Formulas for the conclusion:
• That is why we would be grateful if you would... / we would ask you to...
• Should you require any further information, please do not hesitate to ask me.
• Thanking you in advance for your help in this matter / on this issue...
1. Identification of the document
The following details must be given in the top left-hand margin:
- INTERNAL NOTE
- From: name of the unit or person sending the note
- To: name of the unit or person to whom the note is being sent
- Re: a brief description of what the note is about
The information must be set out in logical order:
- Introduction: presentation of the reason for the note.
- Development of the topic: description of the facts, arguments, etc.
- Conclusion: request, summary of facts, etc.
If the note is brief, there is no need to divide it up into three parts like this.
This should include the following items in the following order:
- Name and surname(s) of the person signing the note
- This person's post or unit
- Place (optional)
- Date: the day (in numbers), the month (in letters) and the year (in figures and in full).
5. Additional information
- Post script (PS): the abbreviation PS can be used at the end of the note to add any special information (references to documents, complementary information, etc.) not included in the body of the note.
From: Language Office
To: Course area administrations
As I do every term, I am pleased to send the course area administrations the list of subjects taught on the different courses during the second term so that those teaching them can record on the list the language they used in teaching each subject.
As you will see, we have prepared computerised lists with the term's subjects on each course. I would be grateful if you would check that the lists contain all the subjects taught and, once they have been filled in, you would return them to the Language Office.
Marcel Folch i Bruguera
1 March 1994
PS: If you find any mistakes in the lists, please notify them to the Information Technology Unit Management Department.