Memos and emails
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Memos and emails



MBA / MMS sem 1 notes

MBA / MMS sem 1 notes



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Memos and emails Memos and emails Presentation Transcript

  • Memos and emails Official business messages Professional approach
  • Memos
    • Memorandum
    • Used for communication within the organization.
    • Purpose:
    • Ask for information
    • Give information
    • Request decision or action
    • Convey information about action or decision.
  • Format of a memo
    • Memos have just 2 sections :heading and the body.
    • A memo format may be vertical or horizontal.
    • Vertical format: all lines of formal info begin at the left margin.
    • Horizontal format: to and from begin at lefyt margin while date and subject are at the right.
  • Format
    • A memo should-
    • Have a one inch margin all around.
    • Be left justified.
    • Have block style paragraphs.
    • Be single spaced.
    • Double space between paragraphs
    • 12 size font
    • A well written memo is informative and concise. Writing a memo needs preparation and organization.
    • A memo is always brief. Be plain, direct and concise using a comfortable natural style.
    • Have a style that is cordial, straight forward, lucid and yet formal. be conversational.
  • Email messages
    • Used for communication within and outside the organization.
    • Inexpensive
    • Speed-at times can create problem.
    • netiquette-email etiquette.
    • Email messages need to be professional and smart:
    • be concise and to the point.
    • Write a specific subject line
    • Identify your self ,if necessary
    • Include necessary info
    • Keep message focused
    • Maintain a professional tone.
    • Tone and language of email message must be professional and have:
    • Standard capitalization
    • Proper punctuation
    • Correct spelling
    • Standard font size
    • No short forms
    • Criticizing words, angry phrases
    • Use standard English
    • While sending important email
    • Use a proper suitable salutation
    • Add your signature to email message
    • No privacy in email
    • Respond promptly
    • Follow up urgent matters by phone
    • Avoid making needless printouts
    • delete needless information
    • Do not send unsolicited emails
    • Keep date settings and internal clock of computer accurate.
  • Reports- types and structures
    • A report is a logical and systematic presentation of facts and information related to a specific topic.It is defined as a written statement of the facts of a situation ,a project, a process or a test.
    • Purpose: information needed for reviewing and evaluating progress
    • Planning future course of action
    • Taking decisions
    • Reports provide feedback to managers for performance, keep a check on a continuing activity
    • Plan for future needs
    • Survey market for launching a new product.
  • Types of reports
    • Routine
    • Special
    • Routine-periodical, prepared by filling printed/cyclostyled formsto conveybstandarised information about the progress or statusof work/tasks.submitted at regular intervals or soon after completion.
    • Special-required when a special situation or problem arises.
  • Types
    • Routine reports:
    • Progress
    • Inspection
    • Performance appraisal
    • Periodical
    • Special reports
    • First information report
    • Investigating
    • Feasibility or survey report
    • Project report
    • Reports by individuals: short written in a letter form. long report written in schematic form.
    • Reports by committee: schematic form on organization’s letterhead.
    • Structure of a report: divided in to sections with headings ,so that info collected can be presented in a form that is easy to read and refer.a covering letter accompanies the report.
    • A report is formal and follows a logical order.
  • Parts of a report
    • Report has several sections enabling easy to read form.
    • Essential sections:
    • letter of transmittal
    • Title page
    • Table of contents
    • Glossary
    • Abstract
    • Introduction
    • Methodology/findings
    • Conclusion
    • Recommendations
    • Appendices
    • bibliography
  • Business reports
    • Analyse the problem and the purpose
    • Anticipate the audience response and issues that will arise
    • Research the data and collect information
    • Organize, analyse, interpret the data, prepare illustrations if appropriate
    • Compose the first draft
    • Revise proof read and evaluate
  • Steps in preparing to write a report
    • Understand the assignment clearly
    • Analyse the situation
    • Statement of purpose :expanded to include significance, scope and limitations of the study.
    • Anticipating the audience and its reactions
    • Preparing the outline
    • Preparation: collecting material/information sources: personal observation, printed info and records, people, other media internet.
    • Organizing collected information
    • Composing the report
    • Expressions
  • Principles of work
    • Always keep the readers and their needs in mind
    • Choose simple words
    • Avoid adjectives
    • Be specific and precise
    • Never exaggerate
    • Write to inform and not impress
    • Simplify, justify , quantify
  • Order of writing
    • Main body
    • Conclusions
    • Recommendations
    • Introduction
    • Ancillary parts-content, acknowledgement, reference, appendices, bibliography
    • Summary
    • Remember reader’s response
    • Revising: proof reading and evaluation