email n memos

8/2/2019 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

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