CHAPTER 5 MEMORANDUMS EMAIL AND ROUTINE MESSAGES Memo

CHAPTER 5: MEMORANDUMS, E-MAIL, AND ROUTINE MESSAGES

Memo Format & Organization Memo Format Tell the reader what they need to know Convey message

Memo Format & Organization Memo Organization Opening Body Closing

Formatting Lists for Memos & E-mails Present three or more related ideas as a record 1 - Horizontally (Make list appears in sentence) OR 2 - Vertically (Tabulate list) Ex: Vertical: 1) One 2) Two 3) Three Horizontal: There were four fruits: apples, oranges, bananas watermelons.

Paper Memo vs. E-mail -Use a memo when the following are a primary concern: - Legal issues - Confidentiality - Document integrity -Do NOT include informal & complimentary NOT salutations

General Email Guidelines 1. Keep it brief 2. Be aware e-mail is not the only option 3. Compose crucial messages offline 4. Follow organizational rules 5. Separate company emails from personal emails 6. Balance speed and accuracy

General Email Guidelines 7. Avoid emoticons 8. Be aware that email is not always private 9. Do not write angrily 10. Do not send unnecessary messages 11. Protect yourself and your company

Reading and Processing Messages Schedule Specific • Set specific times and days to read and write your emails. Time • Delete unwanted, irrelevant or Inbox Clean – Ups outdated messages. Check for New Messages • Read all current messages before writing follow-ups responses. Filter Spam Mails • Make sure the mail you get is the mail you want. Recognizable Records System • Follow your organization’s guidelines

Formatting and Writing E-Mail Formatting E-mail � Type the e-mail address correctly � Set a specific subject line � Keep text around 70 characters � Use a mix of upper- and lowercase letters � Keep paragraphs and sentences short

Formatting and Writing E-Mail Writing E-mail � Use Appropriate greetings � Get to the point immediately � Use lists if necessary � Remember to sign off with complimentary close

Formatting and Writing E-Mail Writing E-mail � Identity yourself ( name, professional title, telephone number, etc. ) � Use common sense for attachment � Run a spell check

Replying to E-Mails � Reply ASAP � Modify Distribution List http: //www. recover-files. ca/recover-email. html � Do No always include original message

Replying to E-Mails � Avoid Indiscriminately Forwarding Emails � Be Patient � Inform your absences � Protect and Respect Authorship

Email Style & Tone Style Types 1) Semi-formal (casualty writing) 2) Formal (professional writing) Tone 1) Consider your recipients needs 2) Visualize recipients responses 3) Proofread 4) Use appropriate tone

Routine Messages Inform Request Reply • Information such as announcement, company policies, guidelines, instructions and procedure in neutral matter. • Messages that demand readers to perform a requested action • A response which is an answer to the initial message.

Instant Messaging (IM) • New to the business world Similar guidelines as E-Mails: • Limit the use of abbreviation • Use of natural mix of upper and lowercase • Keep conversations to a few people at a time • set status flags to away or busy http: //cdn. crackberry. com/files/u 10880/IM. jpg

Bibliography � � � � Colorado State University. "Writing Guides. " Writing Guides. Colorado State University, n. d. Web. 12 Nov. 2012. <http: //writing. colostate. edu/guides/ index. cfm>. Desai, Mayur S. , Jeff Hart, and Thomas C. Richards. "An IT Manager's View On E-Mail And Policies And Procedures. " Journal Of Instructional Psychology 36. 4 (2009): 319 -322. Academic Search Complete. Web. 12 Nov. 2012. Dykstra, De Vee E. "Integrating Critical Thinking And Memorandum Writing Into Course Curriculum Using The Internet As A Research Tool. " College Student Journal 42. 3 (2008): 920 -929. Academic Search Complete. Web. 12 Nov. 2012. "E-mail. " Wikipedia. Wikimedia Foundation, 11 Sept. 2012. Web. 12 Nov. 2012. <http: //en. wikipedia. org/wiki/E-mail>. Facebook Page: Email Etiquette. (2011). Facebook. Retrieved October 27, 2012 from http: //www. facebook. com/emailetiquette Greenhall, Margaret. Report Writing Skills Training Course: How to Write a Report and Executive Summary and Plan, Design and Present Your Report : An Easy Format for Writing Business Reports. Lancashire: Universe of Learning, 2010 @Hurley. Write. Twitter. com. Web. 12 Nov. 2012.

Bibliography � � � Jim. "Major. Geeks Support Forums. " How to Start Writing a Professional Email - Major. Geeks Support Forums. Producers & Geekware Aficionados, Sept. 2000. Web. 12 Journal of Business and Technical Communication, October 2012; vol. 26: pp. 1 -514, first published on May 30, 2012 Meyer, Carolyn Margaret. Communicating for Results: A Canadian Student's Guide. 2 nd ed. Don Mills, Ont. : Oxford UP, 2010. Print. "N/A. " Newsletter Signup (Feb. 2009): n. pag. Business Writing Ideas. Tash Hughes, Feb. 2009. Web. 16 Nov. 2012. <http: // www. wordconstructions. com. au/subscribe. php>. The Key Forms of Business Writing: Basic Memo. Dir. Up. Write. Press. Perf. N/A. You. Tube, 09 Mar. 2009. Web. 16 Nov. 2012. <http: //www. youtube. com/watch? v=n 5 Zyn 9 y_MDs>. The Key Forms of Business Writing: E-Mail. Dir. Up. Write. Press. Perf. N/A. You. Tube, 09 Mar. 2009. Web. 16 Nov. 2012. <http: //www. youtube. com/watch? v=887 b. WEduy 8 I>.

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