E-mail and Memo Messages

BenefitsBenefits

1.Achieve their goals2.Enhance image within the organisation

Characteristics of Successful Characteristics of Successful Memo and E-mail MessagesMemo and E-mail Messages

• Inform employees• Request data• Give responses• Confirm decisions• Provide directions

•To, From, Date, Subject Headings•Single topic•Conversational Tone•Conciseness•Graphic Highlighting

Characteristics of Successful Characteristics of Successful Memo and E-mail MessagesMemo and E-mail Messages

Writing ProcessWriting Process

• Analysis ,Anticipation and AdaptationAnalysis ,Anticipation and Adaptation

• Do I really need to write this memo or e-mail?• Why am I writing?• How will the reader react?

• Research , Organisation and CompositionResearch , Organisation and Composition

• Check files ,gather documentation• Make outline of the points

Writing ProcessWriting Process

• Revision, Proofreading, and EvaluationRevision, Proofreading, and Evaluation• Revise for clarity• Proofread for correctness• Plan for feedback

Writing ProcessWriting Process

Organisation of Memos and E-Mail Organisation of Memos and E-Mail MessagesMessages

• Subject line• Opening• Body • Action closing

• Subject Line• Mandatory• Summarise the central idea• Not a complete sentence and does not with a

period Staff Meeting to Discuss Summer Vacation

Schedules

Three promotional items for Summer Surprise 09

Organisation of Memos and E-Mail Organisation of Memos and E-Mail MessagesMessages

• Opening• Frontload the main idea

Indirect opening Direct openingFor the past 6 months the Please review the

followingHr Dept has been considering proposal regardingChanges in our employees’ employees ‘benefits

and letBenefit plan. me know by August

20 if you approve these

changes

Organisation of Memos and E-Mail Organisation of Memos and E-Mail MessagesMessages

• BodyBody• more information about the reason for writing

• Use numbered lists, headings, tables & other graphic highlighting techniques

Organisation of Memos and E-Mail Organisation of Memos and E-Mail MessagesMessages

Effective immediately are the following air travel guidelines. Between now and December 31, only accounts executives may take company –approved trips. These individuals will be allowed to take a maximum of two trips and they are to travel economy or budget class only.

Effective immediately are the following air travel guidelines

Who may travel: Account executives only How many trips : A maximum of two trips by when: Between now and

December 31Air Class: Economy or budget class

only

• ClosingClosing• action information, dates and deadlines• summary• closing thoughts

Organisation of Memos and E-Mail Organisation of Memos and E-Mail MessagesMessages

Smart E-mail PracticesSmart E-mail Practices

• Get the address right• Avoid misleading subject lines• Be concise• Don’t send anything you wouldn’t want

published• Don’t use e-mail to avoid contact• Never respond when you are angry• Care about correctness• Resist humour and tongue-in-cheek comments

• Limit ant tendency to send blanket copies• Use design to improve readability of longer

messages• Consider cultural differences• Double check before hitting the send button• Protect against e-mail break-ins.

Smart E-mail PracticesSmart E-mail Practices

Formatting E-Mail MessagesFormatting E-Mail Messages

• Guide Words• Salutation• Body• Closing lines

Kinds of MemosKinds of Memos

• Procedure and Information Memos• Request and Reply Memos• Confirmation Memos

• Procedure and Information memos & e-Procedure and Information memos & e-mailsmails

• Relate to daily operation of an organisation• Convey idea clearly• Tone

Kinds of MemosKinds of Memos

• Request and Reply Memos and e-mailRequest and Reply Memos and e-mail• Direct pattern• Seeking information • making request without providing elaborate

explanation and justification• Opening –- ask important question followed by explanation

and further questions- Use a polite command

Kinds of MemosKinds of Memos

• Body- Explain and justify your request or reply- Be courteous and friendly• Closing- to promote quick response

Kinds of MemosKinds of Memos

• Confirmation memos and e-mailConfirmation memos and e-mail to- file reports or incident reportsConcise ,permanent record- Include names and titles of involved individuals- Itemize major issues or points concisely- Request feedback regarding unclear or

inaccurate points

Kinds of MemosKinds of Memos