how to write emails and memos
DESCRIPTION
How To Write Emails and Memos. Steps on how to write efficient emails and memos. Prewriting. Analysis, Anticipation and Adaptation. Is sending an email necessary? (could it be replaced by a phone call?). Select your audience. (age category, work environment...). - PowerPoint PPT PresentationTRANSCRIPT
How To Write Emails and Memos
Steps on how to write efficient emails
and memos
PrewritingAnalysis, Anticipation and Adaptation
• State your subject and purpose.
• Is sending an email necessary?(could it be replaced by a phone call?)
• Select your audience.(age category, work environment...)
Writing the Email
• Write a draft and notes.• Review your purpose• Keep in mind that your email should
not be time consuming• Aim for a positive reaction from
your reader
• Gather all useful files and documentations
1 -Research
• Make notes of recent events that occurred
• If replying, copy/paste only important parts of the email that need answering to
2 -Organization
Writing the
Email• Summarize your main idea in the Subject Line
3- Composing
• Avoid empty or dangerous words
Subject: Attendance confirmation on the meeting of the 25th of October
• Supply direct information
Writing the Email
• Salute!HELLO - GREETINGS – DEAR SIR
3- Composing
OPENING
• State your purpose of writing• Highlight questionsPlease answer the following question...
• Do NOT send anything you don’t want published
Writing the EmailBODY
• Divide into small paragraphs
• Keeps sentences short
• Use bullets and numerations
3- Composing
• Avoid overused endings:
Writing the Email
3- Composing
CLOSING• Specify what you want to be done, what
actions are to be taken
• Summarize your thoughts and the content
our bid for your project
hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it.hey, what were senator Gs 3 hardest years? second grade! LOLed
hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it.hey, what were senator Gs 3 hardest years? second grade! LOLed
CAPITALIZE!
hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it.hey, what were senator Gs 3 hardest years? second grade! LOLed
Is it too much to ask to spell out “you” and “to”?
hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it.hey, what were senator Gs 3 hardest years? second grade! LOLed
Inappropriate joke and misuse of chat
abbreviation hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it.hey, what were senator Gs 3 hardest years? second grade! LOLed FULL NAME,
please!
hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it.hey, what were senator Gs 3 hardest years? second grade! LOLed
Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder.Please let me know if you need any other information.Let’s get together for lunch soon. I’ve got some new jokes to share with you.Sincerely,Ed Avis
Follow up on cookbook project
Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder.Please let me know if you need any other information.Let’s get together for lunch soon. I’ve got some new jokes to share with you.Sincerely,Ed Avis
Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder.Please let me know if you need any other information.Let’s get together for lunch soon. I’ve got some new jokes to share with you.Sincerely,Ed Avis
Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder.Please let me know if you need any other information.Let’s get together for lunch soon. I’ve got some new jokes to share with you.Sincerely,Ed Avis
Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder.Please let me know if you need any other information.Let’s get together for lunch soon. I’ve got some new jokes to share with you.Sincerely,Ed Avis
Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder.Please let me know if you need any other information.Let’s get together for lunch soon. I’ve got some new jokes to share with you.Sincerely,Ed Avis
Start guide word 5cm from the top and margins set at 3 cm
Single space within paragraphs Double space between paragraphs Use of right indents Capitalize guide words
Standard Memo Format
• Compose offline• Get the address right
• Ask most important question first, followed by an explanation
• Provide asterisks to provide “high skim value”• Resist humour and tongue-to-cheek comments• Never send “spam”• Consider identifying labels• Use capital letters for titles for emphasis ONLY.• Don’t forward without permission• Reduce attachments• Consider cultural differences
SMART TIPS