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WORKPLACE CORRESPONDENCE: WRITING MEMOS & EMAILS COMM 313 Ch. 13

Writing Routine Memos and Emails

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Page 1: Writing Routine Memos and Emails

WORKPLACE CORRESPONDENCE:WRITING MEMOS & EMAILS

COMM 313Ch. 13

Page 2: Writing Routine Memos and Emails

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

Page 3: Writing Routine Memos and Emails

Memo Format

• Basic format for workplace memos:1. Memohead2. Heading3. Memo text

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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

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Electronic Mail (Email)

• Email has become the preferred form of communication for almost all tasks

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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

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Disadvantages of Email

Email...• requires computer

proficiency• lacks the personal element• can lead to an overload of

information• can be misinterpreted• is unsecure

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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

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Formatting Email Messages

• All email programs include two major elements: 1. the header and 2. the body

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1. Header

2. Body

Use full block format

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1. The header– To: – From: – Date: – Subject:– Cc:– Bcc: – Attachments:

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• 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!!!!

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2. The body– Greeting– Message– Close

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1. Greeting2. Message

3. Close

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Structuring Email Messages

• How to structure formal email messages:1. Opening2. Body/Discussion3. Closing

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• Decide between the direct or indirect plan

Main idea Evidence Evidence Main idea

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• 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

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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

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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”)

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• 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