Chapter 5


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E-mails and Memos
Chapter 5, Andrew Chapel presentation

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Chapter 5

  1. 1. Chapter 5 E-Mail and Memorandums By Andrew Chapel
  2. 2. Main Objectives <ul><li>Analyze the writing process and how it helps you produce effective e-mail messages and memos. </li></ul><ul><li>Discuss the structure and formatting of e-mail messages and memos. </li></ul><ul><li>Describe smart e-mail practices </li></ul><ul><li>Write information and procedure e-mail messages and memos </li></ul><ul><li>Write request and reply e-mail messages and memos </li></ul><ul><li>Chapter 5, Page 98 </li></ul>
  3. 3. What is the Purpose of E-mails and Memos?
  4. 4. The Writing Process Phase I: Analysis, Anticipation, and Adaptation <ul><li>Do I really need to write this e-mail or memo? </li></ul><ul><li>Should I send an e-mail or a hard-copy memo? </li></ul><ul><li>Why am I writing? </li></ul><ul><li>How will the reader react? </li></ul><ul><li>How can I save my reader’s time? </li></ul><ul><li>Chapter 5 Page 99 </li></ul>
  5. 5. The Writing Process Phase II: Research, Organization, and Composition <ul><li>Conduct research. </li></ul><ul><li>Organize your information. </li></ul><ul><li>Compose your first draft. </li></ul><ul><li>Chapter 5 Page 100 </li></ul>
  6. 6. The Writing Process Phase III: Revision, Proofreading, and Evaluation <ul><li>Revise for clarity and conciseness. </li></ul><ul><li>Proofread for correctness. </li></ul><ul><li>Plan for feedback. </li></ul><ul><li>Chapter 5 Page 100 </li></ul>
  7. 7. Analyzing The Structure and Format of Email Messages and Memos <ul><li>Writing the Subject Line </li></ul><ul><li>Opening With the Main Idea </li></ul><ul><li>Explaining in the Body </li></ul><ul><li>Closing with a Purpose </li></ul><ul><li>Putting It All Together </li></ul><ul><li>Formatting Email Messages </li></ul><ul><li>Formatting Hard-Copy Memos </li></ul><ul><li>Chapter 5 Page 101 (Example Pages 104 and 108) </li></ul>
  8. 8. Using E-mail Smartly and Safely <ul><li>Getting Started </li></ul><ul><li>Content, Tone, and Correctness </li></ul><ul><li>Netiquette </li></ul><ul><li>Reading and Replying to E-mail </li></ul><ul><li>Personal Use </li></ul><ul><li>Other Smart E-mail Practices </li></ul><ul><li>Chapter 5 Page 107 </li></ul>
  9. 9. Writing Information and Procedure E-mail Messages and Memos <ul><li>Subject Line: Summarize the content of the message. </li></ul><ul><li>Opening: Expand the subject line by stating the main idea concisely in a full sentence. </li></ul><ul><li>Body: Provide background data and explain the main idea. </li></ul><ul><li>Closing: Request action, summarize the message, or present a closing thought. </li></ul><ul><li>Chapter 5 Page 112 (Example Page 113) </li></ul>
  10. 10. Writing Request and Reply E-mail Messages and Memos <ul><li>Subject Line: Summarize the request and note the action desired. </li></ul><ul><li>Opening: Begin with the request or a brief statement introducing it. </li></ul><ul><li>Body: Provide background, justification, and details. </li></ul><ul><li>Closing: Request action by a specific date. </li></ul><ul><li>Chapter 5 Page 114 (Example Page 115) </li></ul>
  11. 11. Writing Request and Reply E-mail Messages and Memos: Replying to Requests and Messages <ul><li>Subject Line: Summarize the main information from your reply. </li></ul><ul><li>Opening: Start directly by responding to the request with a summary statement. </li></ul><ul><li>Body: Provide additional information and details in a readable format. </li></ul><ul><li>Closing: Add a concluding remark, summary, or offer of further assistance. </li></ul><ul><li>Chapter 5 Page 115 </li></ul>
  12. 12. Review
  13. 13. Reference <ul><li>Mary Ellen Guffey. Essentials of Business Communication . South-Western, 2007. </li></ul>
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