Business English homework
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memosemails.ppt
Date:
To:
From:
Subject:
E-Mail and Memos: Structure and Format
- Opening
- Body
- Closing
Date:
To:
From:
Subject: New Employee Fitness Center
E-Mail and Memos: Subject Lines
Date:
To:
From:
Subject: Your Vacation Request Deadline
E-Mail and Memos: Subject Lines
Date:
To:
From:
Subject: Sending Feasibility Report
E-Mail and Memos: Subject Lines
The headline of your memo.
- Summarize the main idea.
- Use nouns and phrases, not complete sentences.
E-Mail and Memos: Opening
Date:
To:
From:
Subject:
- Opening
E-Mail and Memos: Opening
Start directly; amplify the main idea.
This is to inform you that we must complete the annual operating budgets smoothly. Over the past two months many supervisors have expressed concern about their departmental budget needs.
Indirect Opening
E-Mail and Memos: Opening
Start directly; amplify the main idea.
All supervisors and coordinators will meet June 30 at 10 a.m. to work out the annual operating budgets for all departments.
Direct Opening
E-Mail and Memos: Body
Date:
To:
From:
Subject:
- Body
E-Mail and Memos: Body
Explain and discuss the topic.
Introduce relevant details or examples.
Use graphic highlighting to enhance reading, comprehension, and retention.
Consider columns, headings, numbered or bulleted lists, and so forth.
E-Mail and Memos: Closing
Date:
To:
From:
Subject:
- Closing
To end the message, you have the following options:
Action information
Dates or deadlines
Summary of the message
Closing thought
E-Mail and Memos: Closing
Formatting Hard-Copy Memos
DATE: Current
TO: Dawn Stewart, Manager
FROM: Jay Murray, Vice President
SUBJECT: Telephone Service Request Forms
To speed telephone installation and improve service within the main facility, we are starting a new application procedure.
Service request forms will be available at various locations within the three buildings. When you require telephone services, pick up a request form at your nearest location. Fill in the pertinent facts, obtain approval from your division head, and send the form to Brent White.
Please call me at 451-0593 if you have any questions about this new procedure.
JM
2 blank lines
At least 1-inch side margins
Align items 2 spaces after Subject
Sign your initials
1blank line
2 inches from top
“Before”—Ineffective Request Memo
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 receive disturbing 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 staff to see, and even a basketball pool that turned into a gambling operation.
In view of the foregoing, I am herewith instructing your office that an e-mail policy for the staff is needed. By October 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 or attachments 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.
TR
Memo Revision: Critical Thinking Questions
- What is the purpose of the routine request?
- How effective is the subject line?
- Is the opening direct or indirect?
- What does the writer want the reader to do?
- How should the memo begin? What should be in the body?
- What highlighting techniques could be used?
- What should be included in the closing?
- Should a reason be given along with an end date?
“After”—Improved Request Memo
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 for employees.
We need a policy because I have received reports of misuse including defamatory messages, pornography downloads, and even gambling. Here are a few points that the policy should cover:
E-mail is for business use only.
E-mail messages may be monitored.
No pictures or attachments should be sent without a valid reason.
E-mail should not be used to discuss personnel matters.
Please submit a draft to me by October 2 because we hope to have a final policy completed by November 5. Call if you have questions.
TR
Formatting E-Mail Messages
Single-space body;
double-space between
paragraphs.
Write complete
sentences and use
upper and lower-
case letters.
Dear Dawn:
To speed telephone installation and improve service within the main facility, we are starting a new application procedure.
Service request forms will be available at various locations within the three buildings. When you require telephone service, pick up a request form at your nearest location. Fill in the pertinent facts, obtain approval from your division head, and send the form to Brent White.
Please call me at 451-0593 if you have any questions about this new procedure.
Best,
Jay Murray, Vice President, Facilities and Operations
Phone: (245) 451-0593 ● Fax: (245) 451-3389
E-Mail: [email protected]
Use a complimentary
close and include your
contact information.
Include a salutation
for a friendly tone.
Use angle brackets
for Internet addresses
Smart E-Mail Practices
Getting Started
Consider composing off line.
Type the receiver’s address correctly.
Avoid misleading subject lines.
Apply the top-of-the screen test.
© Ryan McVay / Photodisc / Getty Images
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Smart E-Mail Practices
Content, Tone, Correctness
Be concise.
Don’t use e-mail to avoid contact.
Care about correctness and tone.
Resist humor and tongue-in-cheek comments.
Don’t send anything you wouldn’t want
published or posted on your office door!
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Smart E-Mail Practices
Netiquette
Limit any tendency to send blanket copies.
Never send “spam.”
Consider using identifying labels, such as ACTION, FYI, RE, URGENT.
Use uppercase only for emphasis or titles.
Announce attachments.
Seek permission before forwarding.
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Smart E-Mail Practices
Reading and Replying to E-Mail
Scan all messages before replying.
Acknowledge receipt.
Don’t automatically return the sender’s message.
Revise a subject line if the topic in a series of messages (a “thread”) changes.
Provide a clear, complete first sentence.
Never respond when you are angry.
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Smart E-Mail Practices
Personal Use
Don’t use company computers for personal matters unless allowed by your organization.
Assume that all e-mail is monitored, even when you connect to your ISP from work.
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Smart E-Mail Practices
Other Smart Practices
Use design to improve readability of longer messages.
Consider cultural differences.
Double-check before hitting the Send button.
Use instant messaging professionally to expand your communication channel choices.
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Top Ten Mistakes That Can Sabotage Your Career
Responding when angry
Making address goofs
Forgetting a subject line or failing to change it to match “thread”
Not personalizing your message
Skipping the salutation and closing identification
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Top Ten Mistakes That Can Sabotage Your Career
Including inappropriate content
Forgetting to check for spelling and grammar
Instant indiscretions, off-color jokes, and statements you will later regret
Thinking no one else will ever see your e-mail
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Top Ten Mistakes That Can Sabotage Your Career
Copying and forwarding recklessly
Completing “To” line first
A slip of the fingers can send a message before its time, and you can never take it back.
Expecting an instant response
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