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