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Welcome To Routine E-Mail Messages and Memos Presented by: Walla, Kazi, Justin and Linda Content derived from chapter eight of the book Business Communication: Process and Product written by Dr. Mary Ellen Guffey.

Routine e mail messages and memos - chapter 8 nov 12 (1)

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Business Communication Process and Product 1st custom EdChapter 8 Routine Emails Messages and Memos

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Page 1: Routine e mail messages and memos - chapter 8 nov 12 (1)

Welcome To Routine E-Mail Messages

and Memos

Presented by: Walla, Kazi, Justin and Linda

Content derived from chapter eight of the book Business Communication:

Process and Product written by Dr. Mary Ellen Guffey.

Page 2: Routine e mail messages and memos - chapter 8 nov 12 (1)

Learning Objectives

• Demonstrate how a defined writing process can produce more effective email messages and memos

• Explain the basic structure and formatting principals for email messages and memos

• Outline best email practices

Page 3: Routine e mail messages and memos - chapter 8 nov 12 (1)

Learning Objectives

• Understand how to write messages that provide information or procedures

• Understand how to best write request or reply messages

• Explain the best way to write messages that serve as confirmation

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DEFINING THE WRITING PROCESS

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Prewriting

• Analyzing the main reasons of writing the E-mail or the Memo

• Anticipating the impact the message will have on the reader

• Adapting the message to the reader`s need & interests

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Writing

• Researching & collecting information on the about the subject of interest

• Organizing the message by making an outline of the points to cover

• Composing the first draft by grouping related information into short paragraphs

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Revising

• Reconsidering the message for any lack of clarity and lack of explanation

• Proofreading the sentences for typos, grammar mistakes, and misspelled words

• Evaluating the contents of the message for receiving quick feedbacks

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BASIC STRUCTURE AND FORMATTING

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STRUCTURING E-MAIL MESSAGES

1.Informative subject line

2.An conscious opening

3.A body that is easy to comprehend

4.An appropriate closing

A well structured e-mail message contains four parts:

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# 1 The Subject Line

• An informative subject line is used to state the purpose of the message in abridged form

• The importance of the subject line

• Make sure to use key words in the subject line

DID YOU KNOW? The average subject line displays about 35 characters.

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# 2 The Opening

• Busy readers want to be able to know immediately the content of the message they are reading

• Opening states the purpose concisely and highlights the main ideas Textbook example :

• Indirect opening: “For the past six months the Human Resources Development Department has been considering changes in our employees’ benefit plan.” (p.158)

• Direct opening: “Please review the following proposal regarding employees’ benefits, and let me know by May 20 if you approve these changes.” (p.158)

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# 3 The Body

• Only one topic is discussed in the body in order to help the reader act on the subject

• The body is designed for easy comprehension

• Use numbered lists to design your date comprehensively

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# 4 The Closing

• Readers search for deadlines in the closing • End message with:• Information about deadlines and dates

“Make sure that your report is submitted by November 18”

• A summary of your message “Attending those five conferences will

help you succeed in this company”• A closing thought

“Looking forward to meeting you”

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BEST EMAIL PRACTICES

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Best Email practices

• Write your email using a processing program to avoid losing your writing

• Double check the email address by using your electronic address book

• Make sure your subject line is relevant and helpful

• Be concise; avoid writing unnecessary information

• Beware of what you send - Email is permanent • Don’t use email to avoid contact and conflicts

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Best Email practices

• Words and writing style affects the reader• Avoid writing messages In caps, use when

necessary only • Reduced attachments for downloading and virus

purposes • Proof read your email before you send it • Revise the subject line if topic changes, to keep

records• Care about spelling and avoid sloppy emails

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WRITING INFORMATION & PROCEDURE MESSAGES

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Writing Information and Procedure E-Mail Messages and Memos

• Writing objective is to convey clear messages typically on daily operations

• Messages usually flow downward in the organization

• Follow proper writing process and message structure

• Message should come across as positive

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Writing Information and Procedure E-Mail Messages and Memos

• Message should convey to reader what they ‘should do’

• Use action verbs and numbered steps

• Watch your tone! – Explain change don’t lay blame– Highlight benefits don’t accuse– Give reasons and be positive

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WRITING REQUEST AND REPLY MESSAGES

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Making Requests

• Use the direct approach: Start by asking the most important

questions with an explanation

Make sure to use polite command

• Be specific with your deadlines, in order to encourage procrastinators to get their work done on time

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Replying to Requests

• Follow the 3x3 writing process when replying to an e-mail

• Organize your ideas• Use a sympathetic and direct opening• Start by answering the writer’s questions• Have a systematic order when providing

the requested information• Be specific in spelling it out

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WRITING CONFIRMATION MESSAGES

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Writing Confirmation Messages

• Serves as a permanent record • Preserves proper formatting • Be sure to emphasize key points • Clearly identify the individuals involved• Request feedback• Criticism: too many “cover-your-tail”

messages

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In Summary

• Distribute Memo – Review Ten key points

• Distribute Crossword

• Want to learn more?

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ADDITIONAL WEB RESOURCES