The document provides a comprehensive guide on writing effective emails and memos, emphasizing the importance of clarity, audience awareness, and appropriate formatting. Key elements discussed include memo structure, salutation options, body composition, and common mistakes to avoid. It concludes with a suggestion to consider the reader's perspective to ensure the message is clear and actionable.

1. Memo Writing (e-mail)

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?”

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

11. #1 - Audience

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 

14. #2 - Subject

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

18. #3 - Salutation

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,

20. #4 - Body

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… ……

25. #A Good Example

26. XYZ
The Opening
The ClosingThe Action
The Focus

27. #5 - Signature

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.”

30. #6 - Attachment

31. Attach files with
CLEAR
file names
• UH34_sep.pdf
• Attendance Report Sep-11
• Zip folders

32. #7 – 20 Sec Rule

33. Read
before you
Send

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!