Routine EMail Messages and Memos Mary Ellen Guffey

Routine E-Mail Messages and Memos Mary Ellen Guffey, Business Communication: Process and Product, 4 e Copyright © 2003

Characteristics of Successful E-Mail Messages and Memos • Headings: Date, To, From, Subject • Single topic • Conversational tone • Conciseness • Graphic highlighting Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 2

The Writing Process • Analyze and anticipate • Research and compose • Revise, proofread, and evaluate Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 3

Analyze and Anticipate • Do I really need to write? • What is my purpose? • How will the reader react? Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 4

Research and Compose • Check files; collect information. • Study relevant documents. • Make an outline. • Write first draft. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 5

Revise, Proofread, and Evaluate • Revise for clarity. • Revise for correctness. • Plan for feedback. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 6

Organization of Memos • Subject line • Opening • Body • Closing Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 7

Subject Line • Summarize the main idea. Example: Budget Meeting June 3, 10 a. m. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 8

Opening • Start directly; restate and amplify the main idea. • Indirect (ineffective) opening: This is to inform you that we must complete the annual operating budgets shortly. Over the past two months many supervisors have met to discuss their departmental needs. • Direct (effective) opening: All supervisors and coordinators will meet June 3 at 10 a. m. to work out the annual operating budgets for their departments. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 9

Body • Explain and discuss the topic. • Use graphic highlighting to facilitate reading, comprehension, and retention. • Consider columns, headings, enumerations, bulleted lists, and so forth. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 10

Closing • Request action, including an end date. • Summarize the message or provide a closing thought. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 11

Leave side margins of about 1¼ inches. DATE: Current TO: Rob Montaine FROM: Heidi Chan SUBJECT: FORMATTING AND STATIONERY FOR MEMOS 1¼ inch margin Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization. 1¼ inch margin Please examine the enclosed samples and call me if you have additional questions. Enclosures Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 12

Line up all heading words with those following Subject. DATE: Current TO: Rob Montaine FROM: Heidi Chan SUBJECT: FORMATTING AND STATIONERY FOR MEMOS Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization. Please examine the enclosed samples and call me if you have additional questions. Enclosures Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 13

Indent lines following bulleted or enumerated lines. • Interoffice memo stationery may be used by any employee. • Plain paper or letterhead stationery may also be used for memos, so long as the headings TO, FROM, DATE, and SUBJECT are included. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 14

Don’t include complimentary close or signature. Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization. Please examine the enclosed samples and call me if you have additional questions. Enclosures Sincerely, Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 15

Don’t include complimentary close or signature. Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization. Please examine the enclosed samples and call me if you have additional questions. Enclosures Sincerely, Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 16

Don’t include complimentary close or signature. Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization. Please examine the enclosed samples and call me if you have additional questions. Enclosures Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 17

Formatting E-Mail Messages • Enclose the receiver’s address in angle brackets. • Include a salutation (such as Dear Dawn, Hi Dawn, or Greetings), or weave the receiver’s name into the first sentence. • Single-space within paragraphs and double-space between paragraphs. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 18

Formatting E-Mail Messages • Write in complete sentences, and use upper and lowercase letters. • Include a signature block, especially for messages to outsiders. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 19

Formatting E-Mail Messages Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 20

Kinds of Memos • Procedure and Information Memos • Request and Reply Memos • Confirmation Memos Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 21

Procedure and Information Memos • These routine messages usually flow downward; they deliver company information and describe procedures. • Tone is important; managers seek employee participation and cooperation. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 22

Request and Reply Memos • Memo requests for information and action follow the direct pattern. • Memo replies are also organized directly with the most important information first. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 23

Request Memo “Before” Version Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 24

Request Memo: “Before” Version DATE: Current TO: Kim Johnson, Corporate Communications FROM: Tim Rudolph, CEO SUBJECT: NEW POLICY This memo is written to inform you that I continue to receive disturbing reports about the misuse of e-mail by employees. In the course of the past three months I have heard of defamatory messages, downloads of pornography for all the staff to see, and even a basketball pool that turned into a gambling operation. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 25

Request Memo: “Before” Version In view of the foregoing, I am herewith instructing your office that an e-mail policy for the staff is needed. By October 1 a rough draft of a policy should be forthcoming. At the very minimum it should inform each and every employee that e-mail is for business only. Employees must be told that we reserve the right to monitor all messages. No pictures should be in the e-mail system without there being a valid reason. And we should not be using e-mail to be saying anything about personnel matters--such as performance reviews and salaries. If you have any questions, do not hesitate to call. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 26

Request Memo “After” Version Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 27

Request Memo: “After” Version 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 a few points that the policy should cover: • E-mail is for business only. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 28

Request Memo: “After” Version • E-mail messages may be monitored. • No pictures or other attachments should be sent without valid reason. • E-mail 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. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 29

Confirmation Memos • Also called “to-file” reports or “incident” reports. • Record oral decisions, directives, and discussions. • Include names and titles of people involved. • Itemize major issues and request confirmation from the receiver. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 30

Graphic Highlighting Techniques Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 31

Graphic Highlighting Techniques Activity 8. 3 a Enumerated List A recent survey of car buyers revealed the electronic options they wanted: 1. Cruise control 79. 1% 2. Antilock brakes 61. 1 3. Keyless entry 50. 5 4. CD player 34. 1 5. Trip counter 5. 1 Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 32

Graphic Highlighting Techniques Activity 8. 3 b Bulleted List Our employee leasing program can be an efficient management tool because we handle the following tasks for you: • Payroll preparation • Employees’ benefits • Worker’s compensation premiums • State and federal reports Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 33

Graphic Highlighting Techniques Activity 8. 3 c Enumerated List SAFETY TIPS FOR USING ATMs 1. Be aware of your surroundings, especially at night. 2. Use another ATM or come back later if you notice anything suspicious. 3. Put cash away promptly; count it later. 4. At night take a friend with you. 5. Park in a well-lighted area close to the ATM. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 34

Communicating in the New World of E-Mail The phenomenal growth of e-mail and use of the Internet mean that today’s communicators need special skills. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 35

Communicating in the New World of E-Mail To succeed, you must be able to: • Express yourself concisely and quickly. • Compose at the keyboard. • Understand the ethics, courtesy, and privacy issues relating to e-mail. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 36

Communicating in the New World of E-Mail • Develop confidence in using e-mail systems. • Think globally. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 37

Smart E-Mail Practices • Get the addresses right. • Avoid misleading subject lines. • Be concise. • Don’t send anything you wouldn’t want published. • Don’t use e-mail to avoid contact. • Never respond when you’re angry. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 38

Smart E-Mail Practices • Care about correctness. • Resist humor and tongue-in-cheek comments. • Use design elements to improve readability of longer messages. • Consider cultural differences. • Assume that all business e-mail is monitored. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 39

The Six Most Common Mistakes in Sending E-Mail 1. Address goofs 2. Lengthy messages or attachments 3. Misleading subject lines 4. Inappropriate content (such as delivering bad news) Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 40

The Six Most Common Mistakes in Sending E-Mail 5. Instant indiscretions (angry or thoughtless statements) 6. Reckless copying Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 41

End Mary Ellen Guffey, Business Communication: Process and Product, 4 e Ch. 8, Slide 42