Slide Email Memo - Copy

7/28/2019 Slide Email Memo - Copy

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Chapter 5

E-mail and Memorandums

-Andina Kusumawardani

-Anita Rahman

-Devitha Amelia


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Characteristics of Successful

E-Mail Messages and Memos Headings: Date,To, From, Subject

Single topic

Conversational tone

Conciseness

Graphic highlighting


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Writing Process

Analyze, anticipation, and adaptation

Research, organization, and

composition

Revision, proofreading, and

evaluation


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Analyze, Anticipation, and

Adaptation Do I really need to write?

What is my purpose?

How will the reader react?


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Research, Organization,

and Composition Check files; collect information.

Study relevant documents.

Make an outline.

Write first draft.


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Revise, Proofread, and

Evaluate Revise for clarity.

Revise for correctness.

Plan for feedback.


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Developing A Writing Plan forE-Mail Messages and Memos

Subject line

Opening

Body

Closing


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Writing the Subject Line

Summarize the main idea.

Example: Budget Meeting June 3, 10 a.m.


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Beginning With the MainIdea

Start directly; restate and amplify

the main idea.

Indirect (ineffective) opening:

This is to inform you that we must complete the annual

operating budgets shortly. Over the past two months many

supervisors have met to discuss their departmental needs.

Direct (effective) opening:

All supervisors and coordinators will meet June 3 at 10a.m. to work out the annual operating budgets for their

departments.


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Explaining Clearly in theBody

Explain and discuss the topic.

Use graphic highlighting to

facilitate reading, comprehension,and retention.

Consider columns, headings,

enumerations, bulleted lists, and soforth.


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Closing

Request action, including an end

date.

Summarize the message or providea closing thought.


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Formatting E-Mail Messages

Enclose the receivers address inangle brackets.

Include a salutation (such as DearDawn, Hi, orGreetings), or weave

the receivers name into the firstsentence.

Use word-wrap rather than pressing

Enter at line endings. Single-space within paragraphs and

double-space between paragraphs.


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Write in complete sentences, anduse upper and lowercase letters.

Include a signature block,

especially for messages tooutsiders.


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Formatting Hard-Copy Memos

Leave side margins of about 1inches.

Line up all heading words withthose following Subject.

Indent lines following bulleted orenumerated lines.

Use ragged line endings, not

justified. Dont include complimentary close

or signature.


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Leave side margins ofabout 1 inches.

DATE: Current

TO: Rob Montaine

FROM: Heidi Chan

SUBJECT: FORMATTING AND STATIONERY

FOR MEMOS

Welcome to Multimedia, Rob! Im pleased to be able

to answer your questions about formatting and

stationery for memos in the organization.

Please examine the enclosed samples and call me ifyou have additional questions.

Enclosures

1 inch

margin1 inch

margin


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Line up all heading wordswith those following Subject.

DATE: Current

TO: Rob Montaine

FROM: Heidi Chan

SUBJECT: FORMATTING AND STATIONERYFOR MEMOS

Welcome to Multimedia, Rob! Im pleased to be able

to answer your questions about formatting and

stationery for memos in the organization.

Please examine the enclosed samples and call me if

you have additional questions.

Enclosures


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Indent lines followingbulleted or enumerated lines.

Interoffice memo stationery may be used by

any employee.

Plain paper or letterhead stationery may also be

used for memos, so long as the headings TO,FROM, DATE, and SUBJECTare included.


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The phenomenal

growth of e-mail and

use of the Internet

mean that todays

communicators need

special skills.

Communicating in the New

World of E-Mail


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Communicating in the New

World of E-MailTo succeed, you must be able to:

Express yourself concisely and

quickly.

Compose at the keyboard.

Understand e-mail ethics, courtesy,and privacy issues.


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Smart E-Mail Practices

Getting Started

Consider composing offline.

Get the address right.

Avoid misleading subject lines.

Apply the top-of-screen test.


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Content, Tone, and Correctness

Be concise.

Dont send anything you wouldnt wantpublished.

Dont use e-mail to avoid contact.

Care about correctness.

Resist humor and tongue-in-cheek comments.


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Netiquette

Limit any tendency to send blanket copies.

Never send spam.

Consider using identifying labels (FYI, ACTION,RE, URGENT)

Use capital letters ONLY for emphasis or fortitles.

Dont forward without permission.

Reduce attachments.


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Reading and Replying to E-Mail

Scan all messages before replying to any.

Print only when necessary.

Acknowledge receipt.

Dont automatically return the senders message.

Revise the subject line if the topic changes.

Provide a clear, complete first sentence.

Never respond when youre angry.


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Personal Use

Dont use

company

computers for

personal matters.

Assume that all e-

mail is monitored.


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Other Smart Practices

Use design to improve readability of

longer messages.

Consider cultural differences.

Double-check before hitting the Sendbutton.


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Kinds of Memos

Procedure and Information Memos

Request and Reply Memos

Confirmation Memos


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Procedure and Information

Memos These routine messages usually

flow downward; they deliver

company information and describeprocedures.

Tone is important; managers seek

employee participation andcooperation.


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Request and Reply Memos

Memo requests for information andaction follow the direct pattern.

Memo replies are also organized

directly with the most importantinformation first.


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Confirmation Memos

Also called to-file reports orincident reports.

Record oral decisions, directives,

and discussions.

Include names and titles of people

involved.

Itemize major issues and request

confirmation from the receiver.


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Graphic Highlighting

Techniques


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Graphic Highlighting TechniquesActivity 8.6a

Enumerated List

A recent survey of car buyers revealed the electronic

options they wanted:

1. Cruise control 79.1%

2. Antilock brakes 61.1

3. Keyless entry 50.5

4. CD player 34.1

5. Trip counter 5.1


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Graphic Highlighting TechniquesActivity 8.6b

Bulleted List

Our employee leasing program can be an efficient

management tool because we handle the following tasks

for you: Payroll preparation

Employees benefits

Workers compensation premiums

State and federal reports


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Graphic Highlighting TechniquesActivity 8.6c

Enumerated List

SAFETY TIPS FOR USING ATMs

1. Be aware of your surroundings, especially at night.

2. Use another ATM or come back later if you notice

anything suspicious.

3. Put cash away promptly; count it later.

4. At night take a friend with you.

5. Park in a well-lighted area close to the ATM.


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Request MemoBefore Version

Request Memo: Before Version


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DATE: Current

TO:Kim Johnson, Corporate Communications

FROM: Tim Rudolph, CEO

SUBJECT: NEW POLICY

This memo is written to inform you that I continue to receivedisturbing reports about the misuse of e-mail by employees.

In the course of the past three months I have heard of

defamatory messages, downloads of pornography for all the

staff to see, and even a basketball pool that turned into a

gambling operation.




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In view of the foregoing, I am herewith instructing your

office that an e-mail policy for the staff is needed. ByOctober 1 a rough draft of a policy should be forthcoming.

At the very minimum it should inform each and every

employee that e-mail is for business only. Employees must

be told that we reserve the right to monitor all messages. No

pictures should be in the e-mail system without there being a

valid reason. And we should not be using e-mail to be saying

anything about personnel matters--such as performance

reviews and salaries.

If you have any questions, do not hesitate to call.



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Request MemoAfter Version

Request Memo: After Version


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DATE: Current

TO: Kim Johnson, Corporate Communications

FROM: Tim Rudolph, CEO

SUBJECT: DEVELOPING STAFF E-MAIL POLICY

Please draft a policy outlining appropriate e-mail use foremployees.

We need such a policy because I have received reports ofmisuse including defamatory statements, pornographydownloads, and even gambling. Here area few points thatthe policy should cover:

E-mail is for business only.




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E-mail messages may be monitored.

No pictures or other attachments should be sent without

valid reason.

E-mail should not be used to discuss personnel matters.

Please submit a draft to me by October 1 since we hope tohave a policy completed by November 1. Call if you have

questions.



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Slide Email Memo - Copy