Routine E-Mail Routine E-Mail MessagesMessages

&&

MemosMemos

1.1. Guffrey’s 3-x-3 Writing ProcessGuffrey’s 3-x-3 Writing Process

2.2. Structure of E-mail Messages and Structure of E-mail Messages and MemosMemos

3.3. Effective E-mail Practices Effective E-mail Practices

4.4. Writing Informative E-mails and MemosWriting Informative E-mails and Memos

5.5. Request and Reply E-mails and MemosRequest and Reply E-mails and Memos

6.6. Writing Confirmation E-mails and Writing Confirmation E-mails and MemosMemos

1.1. Guffrey’s 3-x-3 Writing ProcessGuffrey’s 3-x-3 Writing Process

1.1.11 PrewritingPrewriting

Choose the best mode of communication.Choose the best mode of communication.

Determine your purpose in writing.Determine your purpose in writing.

Consider the readers reaction.Consider the readers reaction.

Save the reader’s time.Save the reader’s time.

1.1.22 Research, Organize and Compose Research, Organize and Compose

Gather the relevant files and documentation Gather the relevant files and documentation needed to prepare your message.needed to prepare your message.

Outline the important points.Outline the important points.

Group related information into short Group related information into short paragraphs. Avoid huge blocks of text.paragraphs. Avoid huge blocks of text.

1.1.33 Finishing Touches Finishing Touches

Revise for clarity.Revise for clarity.

Consider the readers perspective.Consider the readers perspective.

Proofread your message.Proofread your message.

Feedback will indicate message Feedback will indicate message success.success.

Ask the reader questions.Ask the reader questions.

2.2.Structure of E-mail Messages and Structure of E-mail Messages and MemosMemos

Subject Line: Subject Line: Write a meaningful subject.Write a meaningful subject.

Opening Statement:Opening Statement: Get to the point.Get to the point.• Amplify and restate your subjectAmplify and restate your subject

Body:Body: Provide background information.Provide background information.• Use visual aids to enhance readability.Use visual aids to enhance readability.

ClosingClosing: : End decisively to prevent a End decisively to prevent a feeling of abruptness by ending withfeeling of abruptness by ending withone of the following:one of the following:

• Action information, dates, or deadlines.Action information, dates, or deadlines.

• A brief summary.A brief summary.

• A closing thought.A closing thought.

3.3.Effective E-mail Effective E-mail PracticesPractices

Compose offline using a word processer.Compose offline using a word processer.

Care about content, tone and correctness.Care about content, tone and correctness.

E-mails create permanent records.E-mails create permanent records.

Don’t use e-mails to avoid contact.Don’t use e-mails to avoid contact.

Follow netiquette rules for polite interactions.Follow netiquette rules for polite interactions.

4.4.Writing Informative E-mail and Writing Informative E-mail and MemosMemos

Give instructions or procedures.Give instructions or procedures.

Distribute standard information.Distribute standard information.

Transmit your ideas clearly.Transmit your ideas clearly.

No further elaboration will be required.No further elaboration will be required.

4.4.11 Tips When Writing Informative Tips When Writing Informative MessagesMessages

Seek participation by using a cooperative Seek participation by using a cooperative tone; be polite and courteous. tone; be polite and courteous.

Be mindful of clarity and readability.Be mindful of clarity and readability.

When possible break instructions up into When possible break instructions up into numbered chronological steps.numbered chronological steps.

5. Request and Reply E-mails and 5. Request and Reply E-mails and MemosMemos

Used to provide information.Used to provide information.

To seek information from others.To seek information from others.

Writing effective requests and Writing effective requests and responses:responses:• Saves time Saves time • Makes you valuable in a team.Makes you valuable in a team.

5.5.11 Tips for Requesting and ReplyingTips for Requesting and Replying

Open with most important point first.Open with most important point first.

Provide elaborative details in the body.Provide elaborative details in the body.

Close with either:Close with either:• A summary of the important pointsA summary of the important points• Look forward to upcoming actions / Look forward to upcoming actions /

deadlinesdeadlines

6.6.Writing Confirmation Emails & Writing Confirmation Emails & MemosMemos

Purpose: Purpose: Record oral decisions, directions Record oral decisions, directions and discussions.and discussions.

Primary Functions:Primary Functions:• To establish a permanent written record.To establish a permanent written record.• Avoid misunderstandings.Avoid misunderstandings.

6.6.11 Tips When Writing Confirmation Tips When Writing Confirmation MessagesMessages

Used only for significant happenings.Used only for significant happenings.

Be sure to include:Be sure to include:• Names and titles of people involved.Names and titles of people involved.• Major issues and points discussed.Major issues and points discussed.• A request for approval.A request for approval.

ReferencesReferences

Guffey, M. E., Rogin, P., & Rhodes, K. Guffey, M. E., Rogin, P., & Rhodes, K. (2006). (2006). Business Communication : Business Communication : Process and ProductProcess and Product. Upper Saddle . Upper Saddle River: Nelson Education Limited.River: Nelson Education Limited.