Routine E-Mail Messages and Memos


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Routine E-Mail Messages and Memos

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