writing routine memos and emails
TRANSCRIPT
WORKPLACE CORRESPONDENCE:WRITING MEMOS & EMAILS
COMM 313Ch. 13
Memos
• convey messages in house and sometimes beyond to clients and customers in other companies
• are usually exchanged between people who have already established contact and are getting further business done on a project
Memo Format
• Basic format for workplace memos:1. Memohead2. Heading3. Memo text
MMT Consulting Inter-office MEMO
DATE: Current
TO: Kim Johnson, Corporate Communications
FROM: Tim Rudolph, CEO
SUBJECT: DEVELOPING STAFF E-MAIL POLICY
Please draft a policy outlining appropriate e-mail use for employees.
We need such a policy because I have received reports of misuse including defamatory statements, pornography downloads, and even gambling. Here are a few points that the policy should cover:
• Email is for business only.
• Email messages may be monitored.
• No pictures or other attachments should be sent without valid reason.
• Email should not be used to discuss personnel matters.
Please submit a draft to me by October 1 since we hope to have a policy completed by November 1. Call if you have questions.
MMT Consulting Inter-office MEMO
DATE: Current
TO: Kim Johnson, Corporate Communications
FROM: Tim Rudolph, CEO
SUBJECT: DEVELOPING STAFF E-MAIL POLICY
Please draft a policy outlining appropriate e-mail use for employees.
We need such a policy because I have received reports of misuse including defamatory statements, pornography downloads, and even gambling. Here are a few points that the policy should cover:
• Email is for business only.
• Email messages may be monitored.
• No pictures or other attachments should be sent without valid reason.
• Email should not be used to discuss personnel matters.
Please submit a draft to me by October 1 since we hope to have a policy completed by November 1. Call if you have questions.
1. Memohead
2. Heading
3. Memo text
Electronic Mail (Email)
• Email has become the preferred form of communication for almost all tasks
Advantages of Email
Email...• is commonly used• is quick and efficient• is unintrusive • is inexpensive/paperless• provides a record• can be sent to multiple
people simultaneously• can be used to collaborate
Disadvantages of Email
Email...• requires computer
proficiency• lacks the personal element• can lead to an overload of
information• can be misinterpreted• is unsecure
Types of Emails
• Personal, brief notes– Used for non-business related purposes
• Memo style– Used for informal, internal messages
• Letter style– Used for formal, external messages
Formatting Email Messages
• All email programs include two major elements: 1. the header and 2. the body
1. Header
2. Body
Use full block format
1. The header– To: – From: – Date: – Subject:– Cc:– Bcc: – Attachments:
• Use effective subject lines– Be concise yet informative
• Max. 50 characters
– Sum up the message– Put the most important
info first– Use key words and action
verbs– Make sure the message
won’t be confused with spam
– AVOID ALL CAPS AND
EXCLAMATION MARKS!!!!
2. The body– Greeting– Message– Close
1. Greeting2. Message
3. Close
Structuring Email Messages
• How to structure formal email messages:1. Opening2. Body/Discussion3. Closing
• Decide between the direct or indirect plan
Main idea Evidence Evidence Main idea
• How to organize routine messages:1. OpeningClearly state the main idea or the request
• Introduce the topic of the message• Ask questions immediately (if sending a
request) – Begin with the most important question or use a
polite command
• Be specific and direct
2. BodyInclude all the background and details
• Arrange information logically– Order information according to importance and pay
attention to paragraph coherence
• Enhance readability – Use short sentences, short paragraphs, and parallel
construction
• Supply graphic highlighting– Provide bulleted and/or numbered lists, tables, or
other graphic devices
3. ClosingClose cordially and state the specific action
that you desire Include
• a summary (if the message is long)• a specific request• a deadline (if applicable)• information about how you can be reached• an expression of appreciation or goodwill
– Avoid cliché endings (e.g., “Thank you for your cooperation”)
• How the Indirect plan for routine messages differs:• Opening
–Generally refer to the topic of the message/preview its contents
• Closing–Clearly state the main idea/request