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MEMOS, E-MAILS & FAXES

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INTRODUCTION

In this topic, you will learn :- The different styles and layoutused in memos, e-mails and faxes.

- Some of the fundamentaldifferences between memos andbusiness letters

- Some common practices whensending e-mails and faxes

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MEMORANDUMA Memorandum or Memo is a form of

written business communicationAre circulated within a company only.Less formal than a letter

May communicate information, explain newprocedures, announce changes, makerequests, confirm results or offer advice.Format, style and organisation of memos

vary enormously cos of influence ofcorporate culture and also cos they can beused to comm. with one or many people.

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Parts of a MemoIt has: Heading (To, From, Date, Subject) Body Reference initials (optional)

Attachment notationDISTRIBUTION LIST- A list that consists of names of people to whom

the memo will be sent

- The names are listed at the bottom of thememo in alphabetical or rank order and indentedto the first tab.

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TYPES OF MEMOS

1. Directive Memo

- States a policy or procedure that youwant your co-workers to follow

- Body starts with a clear, concise sentencethat states the purpose of the memo

2. Response Memo

- Responds to a request for information

- Has 4 parts: purpose statement, summary,discussion and action

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3. Trip Report Memo

- Usually sent to a supervisor after an employeereturns from a business trip

- Follows same format as the response memo

- In action section, include relevant information thatyou may have come across after returning from the

trip or recommendations you want to make.4. Field Report Memo

- Highlights a problem and reports on the procedures

taken to resolve the problem- Has 7 sections: purpose, summary, problem leading

to the decision to perform the procedure, methods,results, conclusions, recommendations.

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5. Transmittal Memo

- The first document in a report package

- Announces the release of a report (e.g. date, by whom,general purpose)

- Summarises conclusions and recommendations, credits theproject team for their work and notes special points ofinterest

6. Announcement Memo

-Issues an announcement to all staff members at the sametime

7. Instruction Memo

- Gives instructions that need to be complied with by thestaff.

8. Authorisation Memo

- Gives the green light for an action to be taken.

[ DO ACTIVITY 8.2]

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SUBJECT-VERB AGREEMENT

DO ACTIVITY 8.3

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E-MAILS

One of the fastest growing

communication trends in the world

today.

Enables an individual to create a

message within a mail application

on a computer and send to theelectronic mailbox of another

individual.

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NETIQUETTE

Refers to the etiquette on the Net.

Maintains and promotes goodwill between writerand recipient.

DOS DONTS

Be polite and civil Use capital letters (shouting)

Keep e-mail short & brief Post flame bait

Respect privacy Use emotional language

Stay on topic Send out unsolicited mass

e-mails

Reply promptly Claim e-mails as urgent

when they are not

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NET ADDRESSESEach part of a Net address has a specific

purpose appropriate to the writer and thereader.

- Must be accurately written

- All Net addresses must be presented in

lowercase- It contains the users ID at a site or domain

- The domain identifies the organisation

running the site and the kind of site.- The organisation suffix at the end of the e-mail

address identifies the type of organisation e.g.

Com = commercial business, Org = Non-=

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LAYOUT OF AN E-MAIL

An e-mail message must at least have:

- recipients name - Senders name

- Subject - Date

- Body - E-mail address- One more option of contacting the sender e.g.

mobile phone no., fax no, office no.

E-MAILS ABBREVIATIONS- Abbreviations are sometimes used in e-mails.

- E.g. btw= by the way, fyi= for you information,

imho= in my humble opinion

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FAXES

Are well-established means of communication in

modern business

Widely uses cos of their speed, convenience and

flexibility As fast as a telephone call and relatively cheap

More convenient than e-mail

Format used varies widely but dictated by acompanys preferences or the software used to

generate the faxes.

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THANK YOU