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Routine E-mail messages and memos
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Routine E-mail messages and memos

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  • 1. Routine E-Mail Messages and Memos
  • 2. Applying the Writing Process
    • Internal communication done via E-mail
    • Primary function: exchanging messages within organizations
    • Benefits: well-written internal messages
    • Likely to achieve goals
    • Enhance images within the organization
    • 3-x-3 writing process
  • 3. Applying the Writing Process
    • Phase 1: Analysis, Anticipation, Adaptation
    • Phase 2: Research, Organization, Composition
    • Phase 3: Revision, Proofreading, Evaluation
  • 4. What are E-Mail Messages and Memos? and Memos?
    • - Informs employees
    • - Requests data
    • - Gives responses
    • - Confirms decisions
    • - Provides directions
  • 5. The Structure of E-Mail Messages and Memos
    • Subject line : Purpose of the message
    • Opening : Show the main idea either directly or indirectly.
    • Body : Make the topic easy for the reader to comprehend
    • Closing : Conclusion on what you talked about
  • 6. Using E-Mails Smartly and Safely and Safely
    • Starting an email:
    • Consider composing offline
    • Get the address right
    • Avoid misleading subject line
    • Apply top of the screen test
  • 7. Using E-Mails Smartly and Safely and Safely
    • Content and Correctness
    • Be concise
    • Don’t send anything you wouldn’t want published
    • Care about correctness
    • Care about tone
    • Resist humour
  • 8. Using E-Mails Smartly and Safely and Safely
    • Netiquette: polite online interaction
    • Limit any tendency to send blanket copies
    • Never send spam
    • Consider using identifying labels
    • Use capital letters for emphasis or titles
    • Don’t forward without permission
    • Reduce attachments
  • 9. Reading and Replying to E-Mails to E-Mails
    • Reading and replying to E-mail
    • Print only when necessary
    • Acknowledge receipt
    • Provide a clear, complete first sentence
    • Never respond when angry
    •  
    • Personal Use
    • Don’t use company computers for personal matters
    • Assume that all e-mail is monitored
    •  
  • 10. Writing Information and Procedure
    • Organization of emails, why and how?
    • Easier to refer to
    • Includes:
      • Introduction
      • Opening
      • Body
      • Closing
  • 11. Writing Information and Procedure E-mail Messages and Memos
    • When writing a NEW procedure:
    • Be clear
    • Begin with a greeting
    • Positive tone and ending
    • Include all names involved in the discussion
    • Highlights and clarifies all major points spoken about to avoid future problems
  • 12. Writing Request E-Mail Messages and Memos
    • Ask most important question first
    • Use a polite command
    • Use a brief introductory statement
    Three ways to open a message: Body - Explain and justify your request Conclusion - Conclude with an end date and a reason for completion
  • 13. Writing Reply E-Mail Messages and Memos
    • Refrain from using overused openers
    • Get straight to point
    • Be Clear
    • Don’t waste readers time
    • Answer questions in same order in which they were requested in.
  • 14. Confirmation messages
    • Also called to-file reports or incident reports
    • They provide a permanent record of oral discussions, decisions and directives
    • Provides a written proof that cannot be denied
  • 15. Important Aspects to Include
    • Include names and titles of involved individuals
    • Clarify major issues
    • Request feedback regarding unclear or inaccurate points

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