WRITING

NETIQUETTE
 2

Whether you are writing text messages, emails, memos, letters and
posts on social media in a professional context, you should be
familiar with proper etiquette for using the internet. It is called
“netiquette.”
 3

What is netiquette?
✖ The term refers to THE right manner or protocol for
communication on the Internet.
✖ What we create, post and do via online technologies
can leave a lasting image. The text messages, emails,
photographs or blogs we post on a web page or social
media accounts can create an impression of your
personality.
✖ In writing in an online environment, you do not only
need tact and skill but also an impression that will
boost you character.
 4

What is netiquette?
✖ Awareness that what you are write or post online, which
may be there for a long time, should be considered before
writing or posting.
✖ The text messages, letters, business proposals, press
releases, or any written communication will represent
yourself and your company.
✖ Hence, you should observe the etiquette or protocol of
writings that are clear, concise, constructive, and
professional.
 5

Several guidelines that you may consider

before writing and posting online.
 6

Texting
✖ Always consider your audience and your
company, and choose words, terms, or
abbreviations that will deliver your message
appropriately and effectively.

Know your recipient.

Use appropriate symbols and codes.
Never abuse text messaging.
Don’t text while driving.
 7

Email
✖ Email is very useful for messages for
personal or business purposes. It contains
slightly more content than a text message.
✖ In more established companies, they prefer
to use with fairly brief messages for
efficient and effective communication.
 8

Email
✔ Start with proper salutation.

✔ Use clear, short and specific subject line.

✔ End with your name, company information and signature.

✔ Avoid abbreviations.

✔ Observe conciseness and good format.

✔ Reread, revise and review before sending to intended recipients.

✔ Reply promptly and use “Reply All” sparingly.

✔ Avoid using all caps.

✔ Give feedback or follow up.

✔ Test provided links.

 9
The sample email below demonstrates the principles listed above.

From: Steve Jobs <sjobs@apple.com>

To: Human Resources Division <hr@apple.com>
Date: September 12, 2015
Subject: Safe Zone Training

Dear Colleagues:

Please consider signing up for the next available Safe Zone workshop offered by the College. As you know, our
department is working toward increasing the number of Safe Zone volunteers in our area, and I hope several of
you may be available for the next workshop scheduled for Friday, October 9.

For more information on the Safe Zone program, please visit

http://www.cocc.edu/multicultural/safe-zone-training/

Please let me know if you will attend.

Steve Jobs
CEO Apple Computing
sjobs@apple.com
 10

Memos
✖ As “in house” or company’s documents, memoranda, or memos, are one of the most
adaptable document forms used in professional settings.

✖ They are usually used for asking and giving information, company policy, business reports
and proposals.

✖ They are often used to inform but they are sometimes to persuade. Most companies nowadays
use template for their memos and letters.

✖ Memos are “in house” documents (sent within an organization) to pass along or request
information, outline policies, present short reports, and propose ideas. While they are often
used to inform, they can also be persuasive documents. A company or institution typically has
its own “in house” style or template that is used for documents such as letters and memos.
11
 12

memos

✖ Follow strictly the institutional memo format.

✖ Complete the memo header block. It appears at the top left side of the memo, immediately under the word Memo or
Memorandum. It is always in large, bold and capitalized letters. Place a horizontal line under your header block, and place
your message below.

TO: (Provide the recipient’s full name, and position or title within the organization)

FROM: (Include the sender’s full name and position or title

DATE: (Indicate the full date on which the memo is sent)

SUBJECT or RE: (A brief phrase that concisely describes the main content of your memo)
 13

memos

✖ Organize the memo message very well. Regardless of the length, memo message should follow an organization
principle. In writing the memo, you should consider the following questions: Do I have to read this? Why do I have to
read this? What do I need to know? What am I expected to do now or later?

✖ The length of a memo can range from a few short sentences to a multi-page report that includes figures, tables, and
appendices. Whatever the length, there is a straightforward organizational principal you should follow. Organize the
content of your memo so that it answers the following questions for the reader:

1. Opening: Do I have to read this? Why do I have to read this?

2. Details: What do I need to know?
3. Closing: What am I expected to do now?
 14

Letters
✖ Letters are written communications usually sent to intended recipients that are outside the organization.
They are usually printed on letterhead paper bearing the business name, address and contact numbers.

✖ Along with emails and memos, the company still uses letters to communicate formally with a potential
employer (application/cover letter) or introduce a product or service or other purposes (Transmittal
letters, Recommendation letters, Complaint letters, Petition letters etc.)

✖ There are many types of letters and carry different forms and contents. In this lesson, the fifteen elements
of a traditional block-style letter are considered.

✖ On the next slide is the sample letter of transmittal from Technical Writing Essentials by Suzan Last
meant to introduce a technical report to its recipient.
15
 16

LETTERS
✖ In writing letters, observe the seven (7) main parts:

1. Letterhead/logo: Sender’s name and return address

2. The heading: names the recipient, often including address and date

3. Salutation: “Dear ” use the recipient’s name, if known.

4. The introduction: establishes the overall purpose of the letter

5. The body: provides the details of the message

6. The conclusion: restates the main point and may include a call to action

7. The signature line: often includes the contact information

 17

We’re done in Lesson 5.

Thank you!