This document summarizes key points about writing effective emails and memos. It discusses the writing process, including analyzing the purpose and audience, researching, organizing, drafting, revising and proofreading. It covers the standard structure and formatting of emails and memos, including subject lines, openings, bodies and closings. Guidelines are provided for writing different types of emails, such as information, procedure, request and reply emails. The document also discusses best practices for sending emails professionally and safely.

1. Chapter 5 E-Mail and Memorandums By Andrew Chapel

2. Main Objectives Analyze the writing process and how it helps you produce effective e-mail messages and memos. Discuss the structure and formatting of e-mail messages and memos. Describe smart e-mail practices Write information and procedure e-mail messages and memos Write request and reply e-mail messages and memos Chapter 5, Page 98

3. What is the Purpose of E-mails and Memos?

4. The Writing Process Phase I: Analysis, Anticipation, and Adaptation Do I really need to write this e-mail or memo? Should I send an e-mail or a hard-copy memo? Why am I writing? How will the reader react? How can I save my reader’s time? Chapter 5 Page 99

5. The Writing Process Phase II: Research, Organization, and Composition Conduct research. Organize your information. Compose your first draft. Chapter 5 Page 100

6. The Writing Process Phase III: Revision, Proofreading, and Evaluation Revise for clarity and conciseness. Proofread for correctness. Plan for feedback. Chapter 5 Page 100

7. Analyzing The Structure and Format of Email Messages and Memos Writing the Subject Line Opening With the Main Idea Explaining in the Body Closing with a Purpose Putting It All Together Formatting Email Messages Formatting Hard-Copy Memos Chapter 5 Page 101 (Example Pages 104 and 108)

8. Using E-mail Smartly and Safely Getting Started Content, Tone, and Correctness Netiquette Reading and Replying to E-mail Personal Use Other Smart E-mail Practices Chapter 5 Page 107

9. Writing Information and Procedure E-mail Messages and Memos Subject Line: Summarize the content of the message. Opening: Expand the subject line by stating the main idea concisely in a full sentence. Body: Provide background data and explain the main idea. Closing: Request action, summarize the message, or present a closing thought. Chapter 5 Page 112 (Example Page 113)

10. Writing Request and Reply E-mail Messages and Memos Subject Line: Summarize the request and note the action desired. Opening: Begin with the request or a brief statement introducing it. Body: Provide background, justification, and details. Closing: Request action by a specific date. Chapter 5 Page 114 (Example Page 115)

11. Writing Request and Reply E-mail Messages and Memos: Replying to Requests and Messages Subject Line: Summarize the main information from your reply. Opening: Start directly by responding to the request with a summary statement. Body: Provide additional information and details in a readable format. Closing: Add a concluding remark, summary, or offer of further assistance. Chapter 5 Page 115

12. Review

13. Reference Mary Ellen Guffey. Essentials of Business Communication . South-Western, 2007.