Composing Email

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Composing Email

  1. 1. CHAPTER 5 Electronic Messages and Memorandums Instructor Only Version© 2010 Thomson South-Western
  2. 2. Applying the Writing Process Phase 1 Phase 2 Phase 3 • Analysis • Research • Revision • Anticipation • Organization • Proofreading • Adaptation • Composition • Evaluation  Do I really need to write?  What communication channel is best?  Why am I writing?  How will the reader react?  How can I save my reader’s time?Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 2
  3. 3. Components of E-Mail and Memos Subject Line © GEORGE FREY / BLOOMBERG NEWS / LANDOV Opening Body ClosingMary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 3
  4. 4. Components of E-Mail and Memos  Subject Line  Summarize message clearly and concisely.  Avoid meaningless one-word headings, such as "Help" or "Urgent."  Opening  Frontload main idea immediately.  Avoid reviewing background.Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 4
  5. 5. Components of E-Mail and Memos  Body  Organize information and explanations logically.  Cover just one topic.  Use numbered and bulleted lists.  Consider adding headings for visual impact.Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 5
  6. 6. Components of E-Mail and Memos  Closing options  End with action information, dates, and deadlines.  Summarize the message.  Provide a closing thought.  Avoid overused expressions.Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 6
  7. 7. Formatting E-Mail Messages Adobe Acrobat Open e-mail Document by clicking icon at right.Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 7
  8. 8. Single-space body; double-space between Formatting E-Mail Messages paragraphs. Use angle brackets for Internet addressesDear Dawn: Include a salutation for a friendly tone.To speed telephone installation and improve service within themain facility, we are starting a new application procedure.Service request forms will be available at various locationswithin the three buildings. When you require telephone service,pick up a request form at your nearest location. Fill in the Write complete sentences and usepertinent facts, obtain approval from your division head, and upper and lower-send the form to Brent White. case letters.Please call me at 451-0593 if you have any questions about thisnew procedure.Best,Jay Murray, Vice President, Facilities and Operations Use a complimentaryPhone: (245) 451-0593 ● Fax: (245) 451-3389 close and include yourE-Mail: jmurray@pro.com contact information. Mary Ellen Guffey, Essentials of Business Communication, 8e 8e Mary Ellen Guffey, Essentials of Business Communication, 5, Chapter 1, Slide 8
  9. 9. Using E-Mail Smartly, Safely, and Professionally  Getting Started  Content, Tone, Correctness  Netiquette  Reading and Replying  Personal Use  Other Smart PracticesMary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 9
  10. 10. Writing Plan for Information andProcedure E-Mail Messages and MemosSubject • Summarize the messageline content. Expand the subject line by statingOpening the main idea concisely in a full sentence.Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 10
  11. 11. Writing Plan for Information andProcedure E-Mail Messages and Memos Provide background data and explain the main idea. In describingBody a procedure or giving instructions, use command language (do this, dont do that). Request action, summarize theClosing message, or present a closing thought.Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 11
  12. 12. Date: May 1, 200x Ineffective Information Memo To: From: Department Managers Waldo Hightower Subject: Hiring Faults: summer approaches, we have been thinking about As hiring new employees. This is to inform you that we have 1. Starts indirectly with an explanation instead of the main idea. scheduled three employment interviewing sessions. 2. Does not provide is required at these sessions to help us Your presence helpful subject line. 3. Fails to develop reader benefits. avoid making poor selections. 4. Sounds negative ("avoid making poor selections"; "your presence required"; "should not the threeurge you") first Please mark your calendar for have to times. The meeting is May 3 in the conference room. The second 5. Fails to list dates for improved (the conference room was meeting is May 9 in Office 22 readability. 6. Does not include end date for returning lists. scheduled). On May 15 we can finish up in the 7. Includes wordy phrasesview of is to inform your projects of the conference room. In ("This the fact that you," "In view fact that"). talented new team members, I should not have to need urge you to attend and be well prepared. Please examine all the candidates résumés and send me your ranking lists.Mary Ellen Guffey, Essentials of Business Communication, 8e 8e Mary Ellen Guffey, Essentials of Business Communication, 5, Chapter 1, Slide 12
  13. 13. Improved1,Information Memo Date: May 200x To: Department Managers From: Waldo Hightower Improvements: 1. Includes subject line that Employment Interviews memo topic. Subject: Schedule for accurately summarizes 2. Openshelp you withtalented new team members for your To directly find main idea. 3. Looks at subject from readersthe following three projects, we have scheduled perspective. 4. Eliminates wordy expressions. employment interviewing sessions: 5. Lists dates in columns for improved readability. May 3 Conference Room 6. Avoids negativity; achieves positive tone throughout. May 9 Office 22 7. Concludes with end date and reason. May 15 Conference Room 8. Emphasizes readers benefits. Before the meetings, please examine all the candidates’ résumés. Send me your ranking lists before May 1 so that we can work together to hire the top people you select.Mary Ellen Guffey, Essentials of Business Communication, 8e 8e Mary Ellen Guffey, Essentials of Business Communication, 5, Chapter 1, Slide 13
  14. 14. Writing Plan for RequestsSubject Summarize the request and noteline the action desired. Begin with the request or a briefOpening statement introducing it.Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 14
  15. 15. Writing Plan for Requests Provide background, justification,Body and details. If asking questions, list them in parallel form. Request action by a specific date. If possible, provide aClosing reason. Express appreciation, if appropriate.Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 15
  16. 16. Writing Plan for RepliesSubject Summarize the main informationline from your reply. Start directly by responding to theOpening request with a summary statement.Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 16
  17. 17. Writing Plan for Replies Provide additional informationBody and details in a readable format. Add a concluding remark, summary, offer of furtherClosing assistance, or request for further action.Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 5, Slide 17
  18. 18. END Instructor Only Version© 2010 Thomson South-Western

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