L5 Email & Memos

8/3/2019 L5 Email & Memos

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Routine E-Mail Messages

and Memos


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Characteristics of Successful

E-Mail Messages and Memos Headings: Date,To, From, Subject

Single topic

Conversational tone

Conciseness

Graphic highlighting


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Analyze and Anticipate

Do I really need to write?

What is my purpose?

How will the reader react?


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Research and Compose

Check files; collect information.

Study relevant documents.

Make an outline.

Write first draft.


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Revise, Proofread, and

Evaluate Revise for clarity.

Revise for correctness.

Plan for feedback.


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Organization of Memos

Subject line

Opening

Body

Closing


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Subject Line

Summarize the main idea.

Example: Budget Meeting June 3, 10 a.m.


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Opening

Start directly; restate and amplifythe main idea.

Indirect (ineffective) opening:

This is to inform you that we must complete the annualoperating budgets shortly. Over the past two months manysupervisors have met to discuss their departmental needs.

Direct (effective) opening:

All supervisors and coordinators will meet June 3 at 10a.m. to work out the annual operating budgets for theirdepartments.


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Body

Explain and discuss the topic.

Use graphic highlighting to

facilitate reading, comprehension,and retention.

Consider columns, headings,

enumerations, bulleted lists, and soforth.


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Closing

Request action, including an enddate.

Summarize the message or providea closing thought.


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Formatting Hard-Copy Memos

Leave side margins of about 1inches.

Line up all heading words withthose following Subject.

Indent lines following bulleted orenumerated lines.

Use ragged line endings, not

justified. Dont include complimentary close

or signature.


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Leave side margins ofabout 1 inches.

DATE: Current

TO: Rob Montaine

FROM: Heidi Chan

SUBJECT: FORMATTING AND STATIONERY

FOR MEMOS

Welcome to Multimedia, Rob! Im 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 ifyou have additional questions.

Enclosures

1 inch

margin1 inch

margin


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Line up all heading wordswith those following Subject.

DATE: Current

TO: Rob Montaine

FROM: Heidi Chan

SUBJECT: FORMATTING AND STATIONERYFOR MEMOS




Please examine the enclosed samples and call me if

you have additional questions.

Enclosures


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Dont include complimentaryclose or signature.




Please examine the enclosed samples and call me ifyou have additional questions.

Enclosures

Sincerely,


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Formatting E-Mail Messages

Enclose the receivers address inangle brackets.

Include a salutation (such as DearDawn, Hi Dawn, or Greetings), or

weave the receivers name into thefirst sentence.

Use word-wrap rather than pressing

Enterat line endings. Single-space within paragraphs and

double-space between paragraphs.


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Write in complete sentences, anduse upper and lowercase letters.

Include a signature block,

especially for messages tooutsiders.


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Kinds of Memos

Procedure and Information Memos

Request and Reply Memos

Confirmation Memos


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Procedure and Information

Memos These routine messages usually

flow downward; they deliver

company information and describeprocedures.

Tone is important; managers seek

employee participation andcooperation.


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Request and Reply Memos

Memo requests for information andaction follow the direct pattern.

Memo replies are also organized

directly with the most importantinformation first.


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Request MemoBefore Version


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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 receivedisturbing 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.

Request Memo: Before Version


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In view of the foregoing, I am herewith instructing your

office that an e-mail policy for the staff is needed. ByOctober 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.

Request Memo: Before Version


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Request MemoAfter Version


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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 foremployees.

We need such a policy because I have received reports ofmisuse including defamatory statements, pornographydownloads, and even gambling. Here area few points thatthe policy should cover:

E-mail is for business only.

Request Memo: After Version


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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 tohave a policy completed by November 1. Call if you have

questions.

Request Memo: After Version


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Confirmation Memos

Also called to-file reports orincident reports.

Record oral decisions, directives,

and discussions.

Include names and titles of peopleinvolved.

Itemize major issues and requestconfirmation from the receiver.


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Graphic Highlighting

Techniques


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Graphic Highlighting TechniquesActivity 8.3a

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


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Graphic Highlighting TechniquesActivity 8.3b

Bulleted List

Our employee leasing program can be an efficient

management tool because we handle the following tasks

for you: Payroll preparation

Employees benefits

Workers compensation premiums

State and federal reports


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Graphic Highlighting TechniquesActivity 8.3c

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.


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The phenomenalgrowth of e-mail anduse of the Internetmean that todays

communicators needspecial skills.

Communicating in the New

World of E-Mail


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World of E-MailTo succeed, you must be able to:

Express yourself concisely andquickly.

Compose at the keyboard.

Understand the ethics, courtesy,and privacy issues relating to e-mail.


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World of E-Mail Develop confidence in using e-mail

systems.

Think globally.


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Smart E-Mail Practices

Get the addresses right. Avoid misleading subject lines.

Be concise.

Dont send anything you wouldnt

want published.

Dont use e-mail to avoid contact. Never respond when youre angry.


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Smart E-Mail Practices

Care about correctness. Resist humor and tongue-in-cheek

comments.

Use design elements to improvereadability of longer messages.

Consider cultural differences.

Assume that all business e-mail ismonitored.


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The Six Most Common

Mistakes in Sending E-Mail1. Address goofs

2. Lengthy messages or attachments3. Misleading subject lines

4. Inappropriate content (such asdelivering bad news)


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The Six Most Common

Mistakes in Sending E-Mail5. Instant indiscretions (angry or

thoughtless statements)

6. Reckless copying


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End

L5 Email & Memos

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Transcript of L5 Email & Memos