Download - Email n Memos
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Memos and Email messages
COMMUNICATION WORKS FORTHOSE WHO WORK AT IT
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Guidelines for E-mail
Organize each message the sameway you would a paper document of
the same length.
Avoid using fancy formatting (italics,boldface, tab spacing, and so forth)
Check your message for spelling and
grammar before you send it.
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Formatting E-MailMessages Guide Words
To: Consider keying receivers full name;use angle brackets for e-mail
addressAnn Jones
From: Entered automatically
Date: Entered automatically
Subject: Include meaningful topic summary.
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Salutation Options
No salutation
Ann,Dear Ann:, Hi, or Good
morning!
Include namein first line
Thanks, Ann, for
your help . . .
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Body and Closing
Body
Closing
Cover just one topic. Use uppercase and lowercase letters.
Use short line length if message might beforwarded.
Consider a complimentary closing such as Bestwishes or Cheers.
Include your name and full identificationespecially for messages to outsiders.
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Model E-Mail Message
Date: September 3, 2007 9:05:12 AM EST
To: Matt Ferranto
From: Brooke Johnson
Subject: Supervising Two Assigned Interns
Matt:
Two interns will work in your department from September 20through November 30. As part of their supervision, you should dothe following:
Develop a work plan describing their duties.
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Supervise their work to ensure positive results.
Assess their professionalism in completing all assigned work.
Please examine the packet we are sending you. It contains forms
and additional information about the two students assigned to yourdepartment. Call me at Ext. 248 if you have questions.
Best,
BrookeBrooke JohnsonHuman Resources & DevelopmentE-mail: [email protected]: (425) 896-3420
Model E-Mail Message
mailto:[email protected]:[email protected] -
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Memo
What are they?
They are written messages sent from oneperson to another (or several people)within the same organization.
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Important points about Business
Memos? They are. . . almost alwaysare used withinan organization usuallyare informal in style normallyfunction as a non-sensitive communication
are short and to-the-point have a direct tone / language have a business tone / no slang or jokes do not require a salutation (formal greeting) do not have a complimentary closing as does a business letter (END) have a format very different from a business letter
mayaddress one person or a group of individuals
Examples: To: Mr. John Doe, CEO of Pepsior
To: All Student Support Services Participants
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Purposes-
1. To bring attention to the problem2. Informing the readers about new
information like policy changes, price
increase, or even attending a meeting.
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Parts of Memos
Heading Segments
Opening Segments Context
Task Segments
Discussion Segments Closing Segments
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Format
1. Generally short
2. Single Spaced and left justified3. No indentation, skip line for Para change
4. Prefer bullets and Rubrics
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Allocation of space
Heading- 1/8 of the memoOpening- 1/4 of the memo
Summary-1/2 of the memo
Closing-1/8 of the memo
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Describe thespacing and
alignment of thissection.
Double-space;align all words aftercolon following
SUBJECT.
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Describe how
to space themessage.
Single-space;leave blank line
betweenparagraphs.
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Describe how
you would signa memo.
Sign your
initials at theend of the
FROM line.
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THANKYOU