E-MAIL MESSAGES AND MEMOS-TYPES OF MEMOS

Outline

E-mails and Memos that relate information, procedures, and instructions

E-mails and Memos that make requests E-mails and Memos that respond

E-MAILS AND MEMOS FOR INFORMATION, PROCEDURES, AND INSTRUCTIONS

E-mails and Memos That Relate Information, Procedures, and Instructions

These memos distribute information, describe procedures and deliver instructions

These messages flow downward from management to employees

Content of memos relates to the daily operation of an organization

No response (telephone, e-mail conformation, or visit ) is necessary.

Writing an Informative Memo Break the procedure or instructions

down into numbered steps List the steps in chronological order Begin each step with an action verb

Sample Memo

E-MAILS AND MEMOS THAT MAKE REQUEST

Definition and Purpose

A request or asking for information is asked WITHOUT providing an explanation because the nature of the information is routine

If you need answers to questions you have two options in your memo Ask the most information question first,

followed by an explanation and then other questions

Use a polite command, Please answer the following questions

The tone should be respectful and courteous

Sample Memo

MEMOS THAT RESPOND

Definition and Purpose

When responding to a request begin the memo with the main idea- Summary of the contents of the memo-

refer to the request The body of the information provides the

information requested

Sample Memo

Date: Current To: All Employees From: Elizabeth Mendoza, Human Resources Subject: New Holiday Plan   In the past we’ve offered all employees 11 holidays (starting with New

Year’s Day in January and proceeding through Christmas Day the following December). Other companies offer similar holiday schedules.

In addition, we’ve given all employees one floating holiday. As you know =, we’ve determined that’s day by a companywide vote. As a result, all employees had the same day off. Now, however, management is considering a new plan that we feel would be better. This new plan involves a floating holiday that each individual employee may decide for herself or himself. We’ve given it considerable thought and decided that such a plan could definitely work. We would allow each employee to chose a day that he or she wants. Of course, we would have to issue certain restrictions. Selections would have to be subject to our staffing needs within individual departments. For example, if everyone wanted the same day, we could not allow everyone to take it in. In that case, we would allow the employee with the most seniority to have the day off.

Before we institute the new plan, though, we wanted to see what employees thought about this. Is it better to continue our current companywide uniform floating holiday? Or should we try an individual floating day? Please let us know what you think as soon as possible?

5 Weaknesses

Fails to open with the main idea (asking employees which plan they prefer).

Confuses the reader with unnecessary information.

Emphasizes the writer’s view rather than the reader’s.

Forgets to make it easy for the reader to respond.

Provides no end date.