Professional Communication Skills

Aamna Khalid

Writing with Impact Analysis Task 1

Examine the following memo and using the Review function in MS Word highlight areas
that need improvement.
Concisely state what needs to be improved and why it needs to be improved.

20 November 2xxx
TO: Anita Chan, President
FROM: Steve Saiki, Management Information System Manager
SUBJECT: E-mail

Introduction
Pursuant to your request, this memo is on writing good business email messages which will
make you an effective business writer.

Tips for writing business email

So that you don’t lose business, follow these guidelines when writing:

 Answer your mail promptly. Don’t be rude by not replying quickly

 Keep to the point. When you write big blocks of "chatty" text, you waste your reader’s
time
 Correct your typos and spelling mistakes immediately. Don't be sloppy and careless.
 Keep lines short. Don't make people scroll to read your messages.
 Nobody should ever have to ask you for your URL by email. If you have a URL, put it
in your signature. You must be professional.

Conclusion

Email is so easy to access that even a child can teach you how to do it. These tips will help
you in for marketing research and promoting your products. If there are any questions, you
may reach me by telephone or please feel free to contact me by email.

Revised Memo
Using the Review function in MS Word comment on what has been changed in this version
of the memo and state why it has been changed (the effect / impact of the changes).

20 November 2xxx

TO: Anita Chan, President

FROM: Steve Saiki, Management Information System Manager
SUBJECT: Writing Effective E-mail Messages

Introduction

Here’s the memo you wanted on writing email messages. These principles result in more professional-
looking email.

Tips for writing business email

Effective business writers follow these guidelines:

 Answering mail promptly.

 Keeping to the point and avoiding big blocks of "chatty" text that waste the reader’s time
 Eliminating typos and spelling mistakes that label us as sloppy and careless.
 Preserving format by sending email as plain text and not as HTML in browser-based mail
programs.
 Keeping line length short to avoid scrolling from left to right to read messages.
 Ending the message with a signature block consisting of name, title, extension
number and URL.

Conclusion

Email is an essential tool. Following these tips can help us for marketing research and promoting our
products. If you have any questions, please call me at ext. 123 or email me at go@hawaii.edu.