Memo Writing (e-mail)

“Email writing is an art. Each one of us has our own style.”

There is nothing RIGHT or WRONG

“What if you get a mail like this?”

“This is what we want to get”

XYZ

For the other person

Your Email = YOU

Thodi Theory Toh Banti Hai • Memorandum is the Latin word for

“something to be remembered”

• Memos are brief in-house correspondence sent up and down the corporate ladder

• They can be on paper or sent through e-mail

Parts of a Memo

• Audience• Subject• Attachment• Salutation• Body• Signature

#1 - Audience

To – CC – BCC Confusion??• To– The people you are directly communicating with

• CC– Just for information. May or may not participate.

• BCC– Better avoided

#2 - Subject

X

Examples

• Attention: (Full Attention, Zero Information)

– URGENT & IMPORTANT!!!

• Information: (Full Information, Zero Attention)

– Item Code 2365436 XYZPO No. 23456 dated 23.10.56 Expected Delivery Sep End

X X 0Some very smart people :P

#3 - Salutation

• Dear Mr. A or Dear Ms. B• Hi, Hi All, Hi Team• Dear Suresh• Dear All, Dear Team• Dear Sir, Dear Dubey ji.• Hi Sir ---- X• Respected Mr. ABC --- (unnecessary)• Respected Sir – (School :P)• Safe Option: Dear Sir, or Dear Madam,

#4 - Body

The Opening Tells the reader why you are writing

The Focus Tells the details about the topic

The Action Tells what you want to happen and gives a time frame

The Closing Thank the reader and mention future communication

• Get to the point• Simple words• Short sentences• Choice of words• Tone• Font, spacing, capital small• Use appropriate headings, bullets,

numbering, pictures

Watch-outs!

Get to the point #1

Dear Personnel Director:

On March 27, I received a phone call from Mr. A from New

Delhi, who said hewas once a data entry clerk in your Mumbai office. He was under the direct supervision of.....

• Example of a hidden main point

Get to the point #2

• The same example rewritten so that the main point is clear.

Dear Personnel Director:

Please verify the employment of Mr. A. He was a data entry clerk in your Mumbai office… ……

#A Good Example

XYZ

The Opening

The ClosingThe Action

The Focus

#5 - Signature

A boring but nice example!

Professional signatures preferably DO NOT include:

Inspirational quotations (why?)

• “A life with love will have some thorns, but a life without love will have no roses.”

• “May the Force be with you.”

#6 - Attachment

Attach files withCLEAR

file names• UH34_sep.pdf• Attendance Report Sep-11• Zip folders

#7 – 20 Sec Rule

Read before you

Send

#8 – Red Line Behaviors :P

35

1. No subject line.2. Forgot the attachment! Ooops!3. Wrong salutation – Spellings/ Gender mix up!4. Change the topic without changing the subject.5. Sending before thinking.5. Unnecessary replying to all.6. Omitting the context of a reply.7. Wrong recipients.8. Replying vs. forwarding.9. All Capital Letters :P (you are shouting)10. Writing when you are angry!

#9 – Final Tip!

Pretend you are the reader and ask:

• What is the point?• What action am I supposed to take?

If the answers aren’t immediately obvious, your message may just be ignored!