Routine Memos

&
Email Messages

Group Members:
Muhammad Salman
Moiz
Syed Hunain Abbas
Agenda
• Introduction Of Routine Memos And Email Messages
• Characteristics of Successful Memos and Email
messages
• How An Email Works
• Writing Process
• Analyze the Organization of Memos and Emails
• How To Use Email Effectively
• Writing Procedure memos and email messages
• Kinds of Memos
• Write request and Reply memos and email messages
• Write Confirmation Memos and email messages
INTRODUCTION !!!

What are E-Mail messages ???

A system for sending and receiving messages electronically
over a computer network, and between personal computers.

What are Memos ???

A memo is a document typically used for communication
within a company. memos can be as formal as a business
letter and used to present a report. However, the heading
and overall tone make a memo different from a business
letter. Because you generally send memos to co-workers and
colleagues, you do not have to include a formal salutation or
closing remark.
WHY MEMOS AND EMAILS ???

PRIMARY PURPOSE

* To pass on information …

* For reader to read,

understand and view the
information provided…

* To clear the mind of reader

from negative elements…
WHY MEMOS AND EMAILS ???

SECONDARY PURPOSE

* Imaging good reputation of

writer and his organization...

* Imaging good relations amongst

reader and writer...

* Reducing the work to be

repeated in the future...
Characteristics of Successful
E-Mail Messages and Memos

• To, From, Date, Subject Heading

• Single Topic
• Conversational Tone
• Conciseness
• Graphic Highlighting
How Email Works !
 The Writing Process

Do I really need to write?

E-mail or hard copy memo?
Prewriting Why am I writing?
Analyze How will the reader react?
Anticipate
How can I save the reader’s
Adapt time?
 The Writing Process

 Check files.
 Collect information.
Writing  Study relevant documents.
Research
 Make an outline.
Organize
Compose
 Write a first draft.
 The Writing Process
 Revise for clarity.
 Revise for correctness.
Revising  Plan for feedback.
Edit
Proofread
Evaluate
Organization of Memos & Emails

• Subject line
• Opening
• Body
• Closing
E-Mail and Memos: Subject Lines

Date:
Date:
To:
To:
From:
From:
Subject:
Subject: New
New Employee
Employee Fitness
Fitness Center
Center

The headline of your memo:

 Summarize the main idea.
 Use nouns and phrases, not
complete sentences.
E-Mail and Memos: Subject Lines

Date:
Date:
To:
To:
From:
From:
Subject:
Subject: Your
Your Vacation
Vacation Request
Request Deadline
Deadline

The headline of your memo:

 Summarize the main idea.
 Use nouns and phrases, not
complete sentences.
E-Mail and Memos: Opening

Start directly; amplify the main idea.

Indirect Opening

This is
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
their departmental budget
needs.
E-Mail and Memos: Opening

Start directly; amplify the main idea.

Direct Opening

All supervisors and coordinators will

meet June 30 at 10 a.m. to work
work out
out the
the
annual operating budgets for
for all
departments.
Subject line

Summarize the central Idea

Make the subject line read like a newspaper
headline…

Use an abbreviated style

Do not use articles (a, an, the), and avoid making the
subject line a complete sentence…
Opening

State the purpose for writing

Include the same information mention in the subject…

Ask questions immediately

If information is required, do not hesitate to ask
question on immediate basis…

Supply information directly

If responding to a request, give the reader their
desired information directly…
Body

Explain details
Arrange information logically…

Enhance readability
Use short sentence and short paragraph…

Supply graphics high lighting

Graphics and small pictures do add value..

Be cautious
Remember that memos & emails often travels far
beyond their intended audience…
Closing

Request action
Request what you want reader to do…

Summarize the memos or

provide a closing thought
For long memos provide a summary of only important
points

Avoid cliché endings

Use fresh remarks instead of using traditional ones.
 Formatting E-Mail messages

Address

Date

Subject
Salutation

Body

Closing
Formatting Memos
Single-space bod
double-space bet
paragraphs.
Use angle bracke
for Internet addr

Include a salutat
Dear Dawn:
for a friendly ton
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 Write complete
within the three buildings. When you require telephone service, sentences and u
pick up a request form at your nearest location. Fill in the
pertinent facts, obtain approval from your division head, and
upper and lowe
send the form to Brent White.
case letters.
Please call me at 451-0593 if you have any questions about this
new procedure.
Best, Mary Ellen Guffey, Business
Communication: Process and
Use a compliment
Jay Murray, Vice President, Facilities
Phone: (245) 451-0593 ● Fax: (245) Product
and
451-3389, 6e
Operations
close and include
E-Mail: jmurray@pro.com contact informatio
Smart E-Mail practices

* Get the address right

* Avoid misleading subject line
* Be concise
* Don’t send anything you wouldn’t want publish
* Don’t use email to avoid contact
* Never respond when you are angry
* Care about correctness
* Resist humor and tongue in-check comments
* Limit any tendency to send blanket copies
* Use design to improve readability of longer messages
* Consider cultural difference
* Double check before hitting the send button
* Protect against email break-ins
Kinds of Memos

• Procedure and Information Memos

• Request and Reply Memos
• Confirmation Memos
Procedures and information Memos

* These are routine messages

* They are normally downwards flowing

* They informs and deliver organization’s

procedures and information memos

* Employee participation is a must

Example

DATE:
DATE: Current
Current
TO:
TO: Kim
Kim Johnson,
Johnson, Corporate
Corporate Communications
Communications
FROM:
FROM: Tim
Tim Rudolph,
Rudolph, CEO
CEO
SUBJECT:
SUBJECT: Developing
Developing Staff
Staff E-Mail
E-Mail Policy
Policy

Please
Please draft
draft aa policy
policy outlining
outlining appropriate
appropriate e-mail
e-mail use
use for
for employees.
employees.
We
We need
need aa policy
policy because
because II have
have received
received reports
reports of
of misuse
misuse including
including
defamatory
defamatory messages,
messages, pornography
pornography downloads,
downloads, and
and even
even gambling.
gambling. Here
Here
are
are aa few
few points
points that
that the
the policy
policy should
should cover:
cover:
 E-mail
E-mail is
is for
for business
business use
use only.
only.
 E-mail
E-mail messages
messages may
may be
be monitored.
monitored.
 No
No pictures
pictures or
or attachments
attachments should
should be
be sent
sent without
without aa valid
valid reason.
reason.
 E-mail
E-mail should
should not
not be
be used
used to
to discuss
discuss personnel
personnel matters.
matters.
Please
Please submit
submit aa draft
draft to
to me
me by
by October
October 22 because
because we we hope
hope to
to have
have aa
final
final policy
policy completed
completed byby November
November 5.
5. Call
Call ifif you
you have
have questions.
questions.
Request and reply Memos

* These are sent requesting for

information

* These memos are sent and awaited for

replies

* Replies should be prioritize by the need

Confirmation Memos

* They create a concise, permanent record that

could be important for the future.
* It eliminates the fear of forgetting, altering
and retracting oral commitments.

* It establishes a written record.

Conclusion

1) E-Mail messages and memos are routine messages in

modern times, and are used on daily basis.

2) An E-mail message may consist of important parts like

subject, salutation, body and ending.. However, a memo
which is an unofficial document, doesn't always require
these elements.

3) Before sending an E-mail or a memo, the writer should

make sure that proper message is described, which should
be concise enough and should not waste reader’s time.
 Thanks
For Bear Us So Long

ANY QUESTIONS ??