SlideShare a Scribd company logo
1 of 37
Download to read offline
Memo Writing (e-mail)
“Email writing is an art. Each one of us
has our own style.”
There is nothing RIGHT or WRONG
“What if you get a mail like this?”
“This is what we want to get”
XYZ
For the other person
Your Email = YOU
Thodi Theory Toh Banti Hai 
• Memorandum is the Latin word for
“something to be remembered”
• Memos are brief in-house correspondence
sent up and down the corporate ladder
• They can be on paper or sent through e-mail
Parts of a Memo
• Audience
• Subject
• Attachment
• Salutation
• Body
• Signature
#1 - Audience
To – CC – BCC Confusion??
• To
– The people you are directly communicating with
• CC
– Just for information. May or may not participate.
• BCC
– Better avoided 
#2 - Subject
X
Examples
• Attention: (Full Attention, Zero Information)
– URGENT & IMPORTANT!!!
• Information: (Full Information, Zero Attention)
– Item Code 2365436 XYZPO No. 23456 dated 23.10.56
Expected Delivery Sep End
X X
Some very smart people :P
#3 - Salutation
• Dear Mr. A or Dear Ms. B
• Hi, Hi All, Hi Team
• Dear Suresh
• Dear All, Dear Team
• Dear Sir, Dear Dubey ji.
• Hi Sir ---- X
• Respected Mr. ABC --- (unnecessary)
• Respected Sir – (School :P)
• Safe Option: Dear Sir, or Dear Madam,
#4 - Body
The Opening Tells the reader why you are writing
The Focus Tells the details about the topic
The Action
Tells what you want to happen and gives a
time frame
The Closing
Thank the reader and mention future
communication
• Get to the point
• Simple words
• Short sentences
• Choice of words
• Tone
• Font, spacing, capital small
• Use appropriate headings, bullets,
numbering, pictures
Watch-outs!
Get to the point #1
Dear Personnel Director:
On March 27, I received a
phone call from Mr. A from New
Delhi, who said he
was once a data entry clerk
in your Mumbai office. He was
under the direct supervision
of.....
• Example of a hidden
main point
Get to the point #2
• The same example
rewritten so that the
main point is clear.
Dear Personnel Director:
Please verify the
employment of Mr. A.
He was a data entry
clerk in your Mumbai
office… ……
#A Good Example
XYZ
The Opening
The ClosingThe Action
The Focus
#5 - Signature
A boring but nice example!
Professional signatures
preferably DO NOT include:
Inspirational quotations (why?)
• “A life with love will have some thorns, but
a life without love will have no roses.”
• “May the Force be with you.”
#6 - Attachment
Attach files with
CLEAR
file names
• UH34_sep.pdf
• Attendance Report Sep-11
• Zip folders
#7 – 20 Sec Rule
Read
before you
Send
#8 – Red Line Behaviors :P
35
1. No subject line.
2. Forgot the attachment! Ooops!
3. Wrong salutation – Spellings/ Gender mix up!
4. Change the topic without changing the subject.
5. Sending before thinking.
5. Unnecessary replying to all.
6. Omitting the context of a reply.
7. Wrong recipients.
8. Replying vs. forwarding.
9. All Capital Letters :P (you are shouting)
10. Writing when you are angry!
#9 – Final Tip!
Pretend you are the reader and ask:
• What is the point?
• What action am I supposed to take?
If the answers aren’t immediately obvious, your
message may just be ignored!

More Related Content

Viewers also liked

Memo or Email?
Memo or Email?Memo or Email?
Memo or Email?Tiffiany
 
Document Design: Basic Principles
Document Design: Basic Principles Document Design: Basic Principles
Document Design: Basic Principles Alan Bowman
 
E Mail Writing
E Mail WritingE Mail Writing
E Mail WritingPatridea
 
Kyra Similies
Kyra SimiliesKyra Similies
Kyra Similiesagarbutt
 
Making an academic poster
Making an academic posterMaking an academic poster
Making an academic posterFastbleep
 
Ideas that have harmed mankind
Ideas that have harmed mankind Ideas that have harmed mankind
Ideas that have harmed mankind Hifza Kiyani
 
effective email,memorandum and messages
effective email,memorandum and messageseffective email,memorandum and messages
effective email,memorandum and messagesNar Ske
 
Dr. dwarakanath kotnis
Dr. dwarakanath kotnisDr. dwarakanath kotnis
Dr. dwarakanath kotnisPadma Lalitha
 
Poster analysis
Poster analysis Poster analysis
Poster analysis Bavleen18
 
Steps in poster making
Steps in poster makingSteps in poster making
Steps in poster makingkjeeilpks
 
Teaching Idioms Effectively with Web 2.0 Tools
Teaching Idioms Effectively with Web 2.0 ToolsTeaching Idioms Effectively with Web 2.0 Tools
Teaching Idioms Effectively with Web 2.0 ToolsJanet Bianchini
 
British parliamentary debate
British parliamentary debateBritish parliamentary debate
British parliamentary debateGalina Trushkina
 
AWS Webcast - Design for Availability
AWS Webcast - Design for AvailabilityAWS Webcast - Design for Availability
AWS Webcast - Design for AvailabilityAmazon Web Services
 

Viewers also liked (20)

Memo or Email?
Memo or Email?Memo or Email?
Memo or Email?
 
Document Design: Basic Principles
Document Design: Basic Principles Document Design: Basic Principles
Document Design: Basic Principles
 
E Mail Writing
E Mail WritingE Mail Writing
E Mail Writing
 
Memo
MemoMemo
Memo
 
Similies
SimiliesSimilies
Similies
 
Round 1 & 2
Round 1 & 2Round 1 & 2
Round 1 & 2
 
Kyra Similies
Kyra SimiliesKyra Similies
Kyra Similies
 
Making a poster
Making a posterMaking a poster
Making a poster
 
Making an academic poster
Making an academic posterMaking an academic poster
Making an academic poster
 
Ideas that have harmed mankind
Ideas that have harmed mankind Ideas that have harmed mankind
Ideas that have harmed mankind
 
effective email,memorandum and messages
effective email,memorandum and messageseffective email,memorandum and messages
effective email,memorandum and messages
 
Dr. dwarakanath kotnis
Dr. dwarakanath kotnisDr. dwarakanath kotnis
Dr. dwarakanath kotnis
 
Poster analysis
Poster analysis Poster analysis
Poster analysis
 
Back to school idioms 3
Back to school idioms 3Back to school idioms 3
Back to school idioms 3
 
Steps in poster making
Steps in poster makingSteps in poster making
Steps in poster making
 
Teaching Idioms Effectively with Web 2.0 Tools
Teaching Idioms Effectively with Web 2.0 ToolsTeaching Idioms Effectively with Web 2.0 Tools
Teaching Idioms Effectively with Web 2.0 Tools
 
British parliamentary debate
British parliamentary debateBritish parliamentary debate
British parliamentary debate
 
AWS Webcast - Design for Availability
AWS Webcast - Design for AvailabilityAWS Webcast - Design for Availability
AWS Webcast - Design for Availability
 
Poster Making
Poster MakingPoster Making
Poster Making
 
Pronoun personal
Pronoun personalPronoun personal
Pronoun personal
 

Similar to Memo(E-Mail) writing

Improving writing skill
Improving writing skillImproving writing skill
Improving writing skillslidelsd
 
The Write Stuff - Improve Your Image with Better Writing
The Write Stuff - Improve Your Image with Better WritingThe Write Stuff - Improve Your Image with Better Writing
The Write Stuff - Improve Your Image with Better WritingMike Merideth
 
English Composition Lecture Powerpoint.pptx
English Composition Lecture Powerpoint.pptxEnglish Composition Lecture Powerpoint.pptx
English Composition Lecture Powerpoint.pptxoliviawest18
 
Effective email communications with a customer
Effective email communications with a customerEffective email communications with a customer
Effective email communications with a customerDelphiCon
 
Bmc o&n english_language_composition(situational writing)(informal letters)_s...
Bmc o&n english_language_composition(situational writing)(informal letters)_s...Bmc o&n english_language_composition(situational writing)(informal letters)_s...
Bmc o&n english_language_composition(situational writing)(informal letters)_s...Adrian Peeris
 
How to Write Formal Letters.ppt
How to Write Formal Letters.pptHow to Write Formal Letters.ppt
How to Write Formal Letters.pptJULIAMEDINAMUOZ
 
effectiveemailcommunication-111115101240-phpapp02.pdf
effectiveemailcommunication-111115101240-phpapp02.pdfeffectiveemailcommunication-111115101240-phpapp02.pdf
effectiveemailcommunication-111115101240-phpapp02.pdfObaidBilgarami1
 
Writing skills Presentations
Writing skills PresentationsWriting skills Presentations
Writing skills PresentationsSU Siddiqui
 
Effective E- mailing
Effective E- mailingEffective E- mailing
Effective E- mailingDimple
 

Similar to Memo(E-Mail) writing (20)

123456
123456123456
123456
 
Improving writing skill
Improving writing skillImproving writing skill
Improving writing skill
 
The Write Stuff - Improve Your Image with Better Writing
The Write Stuff - Improve Your Image with Better WritingThe Write Stuff - Improve Your Image with Better Writing
The Write Stuff - Improve Your Image with Better Writing
 
mindful email
mindful emailmindful email
mindful email
 
poem email
poem emailpoem email
poem email
 
English Composition Lecture Powerpoint.pptx
English Composition Lecture Powerpoint.pptxEnglish Composition Lecture Powerpoint.pptx
English Composition Lecture Powerpoint.pptx
 
Effective email communications with a customer
Effective email communications with a customerEffective email communications with a customer
Effective email communications with a customer
 
Bmc o&n english_language_composition(situational writing)(informal letters)_s...
Bmc o&n english_language_composition(situational writing)(informal letters)_s...Bmc o&n english_language_composition(situational writing)(informal letters)_s...
Bmc o&n english_language_composition(situational writing)(informal letters)_s...
 
How to Write Formal Letters.ppt
How to Write Formal Letters.pptHow to Write Formal Letters.ppt
How to Write Formal Letters.ppt
 
Photo captions
Photo captionsPhoto captions
Photo captions
 
Presentation + post
Presentation + postPresentation + post
Presentation + post
 
Email Etiquette
Email EtiquetteEmail Etiquette
Email Etiquette
 
effectiveemailcommunication-111115101240-phpapp02.pdf
effectiveemailcommunication-111115101240-phpapp02.pdfeffectiveemailcommunication-111115101240-phpapp02.pdf
effectiveemailcommunication-111115101240-phpapp02.pdf
 
Professional email writing
Professional email writingProfessional email writing
Professional email writing
 
Email Etiquette
Email EtiquetteEmail Etiquette
Email Etiquette
 
Writing Skills for Work
Writing Skills for WorkWriting Skills for Work
Writing Skills for Work
 
Writing skills Presentations
Writing skills PresentationsWriting skills Presentations
Writing skills Presentations
 
Formal informal letters
Formal informal lettersFormal informal letters
Formal informal letters
 
Effective E- mailing
Effective E- mailingEffective E- mailing
Effective E- mailing
 
DLVU: Leveraging LinkedIn for your Travel Business
DLVU: Leveraging LinkedIn for your Travel BusinessDLVU: Leveraging LinkedIn for your Travel Business
DLVU: Leveraging LinkedIn for your Travel Business
 

Memo(E-Mail) writing

  • 2.
  • 3. “Email writing is an art. Each one of us has our own style.” There is nothing RIGHT or WRONG
  • 4. “What if you get a mail like this?”
  • 5.
  • 6. “This is what we want to get”
  • 7. XYZ
  • 8. For the other person Your Email = YOU
  • 9. Thodi Theory Toh Banti Hai  • Memorandum is the Latin word for “something to be remembered” • Memos are brief in-house correspondence sent up and down the corporate ladder • They can be on paper or sent through e-mail
  • 10. Parts of a Memo • Audience • Subject • Attachment • Salutation • Body • Signature
  • 12.
  • 13. To – CC – BCC Confusion?? • To – The people you are directly communicating with • CC – Just for information. May or may not participate. • BCC – Better avoided 
  • 15. X
  • 16. Examples • Attention: (Full Attention, Zero Information) – URGENT & IMPORTANT!!! • Information: (Full Information, Zero Attention) – Item Code 2365436 XYZPO No. 23456 dated 23.10.56 Expected Delivery Sep End
  • 17. X X Some very smart people :P
  • 19. • Dear Mr. A or Dear Ms. B • Hi, Hi All, Hi Team • Dear Suresh • Dear All, Dear Team • Dear Sir, Dear Dubey ji. • Hi Sir ---- X • Respected Mr. ABC --- (unnecessary) • Respected Sir – (School :P) • Safe Option: Dear Sir, or Dear Madam,
  • 21. The Opening Tells the reader why you are writing The Focus Tells the details about the topic The Action Tells what you want to happen and gives a time frame The Closing Thank the reader and mention future communication
  • 22. • Get to the point • Simple words • Short sentences • Choice of words • Tone • Font, spacing, capital small • Use appropriate headings, bullets, numbering, pictures Watch-outs!
  • 23. Get to the point #1 Dear Personnel Director: On March 27, I received a phone call from Mr. A from New Delhi, who said he was once a data entry clerk in your Mumbai office. He was under the direct supervision of..... • Example of a hidden main point
  • 24. Get to the point #2 • The same example rewritten so that the main point is clear. Dear Personnel Director: Please verify the employment of Mr. A. He was a data entry clerk in your Mumbai office… ……
  • 26. XYZ The Opening The ClosingThe Action The Focus
  • 28. A boring but nice example!
  • 29. Professional signatures preferably DO NOT include: Inspirational quotations (why?) • “A life with love will have some thorns, but a life without love will have no roses.” • “May the Force be with you.”
  • 31. Attach files with CLEAR file names • UH34_sep.pdf • Attendance Report Sep-11 • Zip folders
  • 32. #7 – 20 Sec Rule
  • 34. #8 – Red Line Behaviors :P
  • 35. 35 1. No subject line. 2. Forgot the attachment! Ooops! 3. Wrong salutation – Spellings/ Gender mix up! 4. Change the topic without changing the subject. 5. Sending before thinking. 5. Unnecessary replying to all. 6. Omitting the context of a reply. 7. Wrong recipients. 8. Replying vs. forwarding. 9. All Capital Letters :P (you are shouting) 10. Writing when you are angry!
  • 36. #9 – Final Tip!
  • 37. Pretend you are the reader and ask: • What is the point? • What action am I supposed to take? If the answers aren’t immediately obvious, your message may just be ignored!