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COMM 313 Ch. 13

• convey messages in house and sometimes beyond to clients and customers in other companies • are usually exchanged between people who have already established contact and are getting further business done on a project

Memo text .Memo Format • Basic format for workplace memos: 1. Heading 3. Memohead 2.

Please submit a draft to me by October 1 since we hope to have a policy completed by November 1. Memohead MMT Consulting DATE: Current Inter-office MEMO 2. and even gambling. • No pictures or other attachments should be sent without valid reason. . • Email messages may be monitored. pornography downloads. Call if you have questions. We need such a policy because I have received reports of misuse including defamatory statements. CEO DEVELOPING STAFF E-MAIL POLICY Please draft a policy outlining appropriate e-mail use for employees.1. Memo text • Email is for business only. Heading TO: FROM: SUBJECT: Kim Johnson. Here are a few points that the policy should cover: 3. Corporate Communications Tim Rudolph. • Email should not be used to discuss personnel matters.

Electronic Mail (Email) • Email has become the preferred form of communication for almost all tasks .

• • • • • • is commonly used is quick and efficient is unintrusive is inexpensive/paperless provides a record can be sent to multiple people simultaneously • can be used to collaborate ..Advantages of Email Email..

. • requires computer proficiency • lacks the personal element • can lead to an overload of information • can be misinterpreted • is unsecure ..Disadvantages of Email Email.

Types of Emails • Personal. external messages . brief notes – Used for non-business related purposes • Memo style – Used for informal. internal messages • Letter style – Used for formal.

Formatting Email Messages • All email programs include two major elements: 1. the header and 2. the body .

1. Header 2. Body Use full block format .

1. The header – – – – – – – To: From: Date: Subject: Cc: Bcc: Attachments: .

50 characters – Sum up the message – Put the most important info first – Use key words and action verbs – Make sure the message won’t be confused with spam – AVOID ALL CAPS AND EXCLAMATION MARKS!!!! .• Use effective subject lines – Be concise yet informative • Max.

The body – Greeting – Message – Close .2.

1. Greeting 2. Close . Message 3.

Body/Discussion 3.Structuring Email Messages • How to structure formal email messages: 1. Opening 2. Closing .

• Decide between the direct or indirect plan Direct Main idea Evidence Indirect Evidence Main idea .

Eager Interested Direct Indirect Pleased Neutral Neutral Displeased Uninterested Unwilling .

• How to organize routine messages: 1. Opening Clearly state the main idea or the request • Introduce the topic of the message • Ask questions immediately (if sending a request) – Begin with the most important question or use a polite command • Be specific and direct .

or other graphic devices . Body Include all the background and details • Arrange information logically – Order information according to importance and pay attention to paragraph coherence • Enhance readability – Use short sentences. tables.2. and parallel construction • Supply graphic highlighting – Provide bulleted and/or numbered lists. short paragraphs.

“Thank you for your cooperation”) ..g. Closing Close cordially and state the specific action that you desire Include • a summary (if the message is long) • a specific request • a deadline (if applicable) • information about how you can be reached • an expression of appreciation or goodwill – Avoid cliché endings (e.3.

• How the Indirect plan for routine messages differs: • Opening –Generally refer to the topic of the message/preview its contents • Closing –Clearly state the main idea/request .