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Other methods of written communication: Memo, Fax, email

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Memos are written to ask for information request for decision or action and convey a certain decision. A memo is usually brief, plain, direct, concise using a comfortable natural style.
Try to be conversational, lucid and straightforward and not be formal with a neutral and positive tone. Blunt or condescending memos alienate people.
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Other methods of written communication: Memo, Fax, email

  1. 1. Other methods of written communication:Memo, Fax, E-mail Chapter 21
  2. 2. The Intercom and the face to face discussion is the best method forinternal communication. Being the written messages important too,the memo is extensively is used for exchanging information within the organization. Chapter 21
  3. 3. Letter is the oldest and commonly used. The electronic media have resulted into the fast transmit of the messages. Beside the speed oftransmit, correct presentation, tone, structure and layout are also important Chapter 21
  4. 4. It is used only for communication within the organization. It is written to ask forinformation; to give information; to request for decision or action; and to convey information about action or decision. A memo have two sections: the heading and the body; the format may be vertical or horizontal. Chapter 21
  5. 5. To: This space is for the name of the person(s) to whom the memo is sent.From: The writer’s own name is written on this line.Date: Write the full name of the month or its standard abbreviation.Subject: The subject should be stated concisely and accurately. Chapter 21
  6. 6. A well-written memo isinformative and concise. Chapter 21
  7. 7. Decide the exact objective and theorder of importance orby increasing order of importance. Chapter 21
  8. 8. Organize the material to suit the purpose of thememo by increasing or decreasing the order ofimportance. Organizing by decreasing order of importance is used when the reader is well acquainted with the topic. Organizing by increasing order of importance is suitable for certain types of occasions and messages Chapter 21
  9. 9. The outline can be in the form of shortphrases listed in logical order as it helps to give order to the body and establish relationships between ideas. Chapter 21
  10. 10. A memo is always brief, plain, direct and concise using a comfortable natural style. Try to have acordial, straightforward, lucid and conversational while not being formal. Generally the tone is neutral and positive. Spiteful, blunt, condescending, or too coldly formal memos alienate people. Chapter 21
  11. 11. A fax message is much the same as a letter sent by post. The cover page includes “To”, “From”, Company, Date, Fax no., subject, and No. of pages (including this page). The salutation and complimentary close may beincluded and the text must be prepared like the text of the letter Chapter 21
  12. 12. It is the most commonly usedmethod of communication as it is effective, inexpensive and very fast. It follow the basicrules of good writing which is called “netiquette ”. Chapter 21
  13. 13. The email should be concise and to the point; writea specific subject line; avoid excessive punctuation; keep to plain text; limit the use of abbreviations; use of similes or emotions; never type in all caps; do not flame people; use salutation properly, quoting from original message is necessary( >before the text indicates to the recipient that this is quoted from his/her last e-mail message. >>indicates that the sender is quoting your quote and it’s a part of your reply Chapter 21
  14. 14. •There is no privacy in e-mail•Always revise and check the message before pressing send button•Keep printouts of only those really needed for office filing•Send copies only when essential Chapter 21
  15. 15. •Delete the needless information in forwarded messages•Do not send unsolicited e-mails•Keep the internal clock and date settings accurate . Chapter 21

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