Memos, E-

mails, and
Faxes
 Memorandum
written form of business
communication
for internal circulation
less formal
communicate, explain, announce,
requests, confirm results, offer advice
format may vary
Advantages:
message communicated
accurately
less time to write informal
convey detailed information
internal type of companys
communication
 Part of a Memo

Headings : To, From, Date, Subject

Body : short paragraph, left margin
Reference initials (optional)
Attachment notation
 Distribution List

a list comprising the names of people

to whom the memo will be sent
names are listed at the bottom of the
memo in alphabetical or rank order
and indented to the first tab
 Types of memo
1. Directive memo
2. Response memo
3. Trip report memo
4. Field report memo
5. Transmittal Memo
6. Announcement Memo
7. Instruction Memo
8. Authorisation Memo
 Directive memo

states a policy or procedure that you want

your co-workers to follow
The body of the memo starts with a clear,
concise sentence that states the purpose
of the memo

This is to inform all members of OUM sports

club that we will be organizing an
English Camp for the members children
.
 Response memo

responds to a request for information.

it comprises four parts:
the purpose statement,
the summary,
discussion
action
 Trip Report memo

Is usually sent after a staff returns

from a business trip.

It follows the same format as the

response memo.

The action section includes relevant

information after returning from the trip
or any recommendations
 Field Report memo
Highlights a problem and reports on the
procedures taken to resolve the problem

It has the sub-sections:-

purpose
summary
problem
methods
results
conclusions
recommendations
 Transmittal Memo

the first document in a report

package
functions:
announcing the release of a report
summarises conclusions and
recommendations
credits the project team for their work,
notes special points of interest
 Announcement memo

issues an announcement to all

staff members at the same time
 Instruction Memo

gives instructions that need to be

complied with by the staff.
 Authorisation Memo

gives the green light for an action

to be taken
 Subject-verb agreement
the verb must agree to the nearest noun(s)
when two or three subjects are connected
however, every, each, one, everyone,
anyone, somebody, anybody, takes on
singular verb
e.g Either the Heads of Department or the
Section Leader has to attend the
meeting.
each
one
every
anyone
everyone
} singular verb e.g. is, was,
has, does, takes, walks

someone
anybody
someone
 Emails
electronic mails
enables an individual to create a message within a
mail application and send it to the electronic
mailbox of another individual
sent via intranet (lan) and via the world wide web
(www).
mail applications offer a number of options :
spell check
stored
forwarded
copied
delivery confirmed
files attached
 Emails

netiquette
- etiquette on the net
- maintains and promotes goodwill
between writer and receiver
- courteous and confident
 Net address
- has a specific purpose appropriate to the
writer and the reader
- must be accurately written
- contains the users ID at a site or domain
- domain identifies the organisation running the
site and the kind of site.
e,.g. Com - Commercial business
org - Non-profit organisations
edu - Educational institutions
gov - Government organisations
net - Companies or organisations that run large
networks
 Addressing E-mails

select from address book

supply a subject line.
e-mails generally take the format of a
standard memo.
an e-mail or Internet address consists of
specific parts:
name@machine name.organisation.type of
organisation.country
 Layout of Memo

Recipients name
Senders name
Subject
date
Body
Email address
Other options to contact sender
 Email abbreviations

AFAIK = As far as I Know

HTH = Hope This Helps
Btw = By The Way
Fwiw = for what its worth
Imo = in my opinion
 Faxes
well-established and widely used
speed, convenience, flexibility and
cheap
format of faxes depend on the
companys preferences
 Layout of Faxes

cover sheet: the first page of a fax

showing who it is from
cover sheet: the first page of a fax
showing who it is from
intended recipient: the person who should
receive the fax
advise the sender: tell the person who
sent it.