writing- memo fax email

7/29/2019 Writing- Memo Fax Email

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Writing

Memo Writing


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Memo

Memo" comes from the Latinmemorandum, "a thing which

must be remembered."


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Memo plan

Header

Subject lineOpening paragraph

Supporting detail/ explanation

Closing


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Header

To: recipient (individuals and/or groups)

From:you/office (e.g. Student affairs)/group

(e.g. Social Committee) CC: more recipient(s)

Date:

use correct names/designations for recipients

include titles when appropriate, for allrecipients when possible


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'To' section

Contains the name of the receiver.

For informal memos, the receiver's given name;e.g. 'To: Andy' is enough.

For more formal memos, use the receiver's fullname.

If the receiver is in another department, use thefull name and the department name.

It is usually not necessary to use Mr., Mrs., Missor Ms unless the memo is very formal.


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'From' section Contains the name of the sender.

For informal memos, the sender's other name; e.g.'From: Bill' is enough.

For more formal memos, use the sender's full name.

If the receiver is in another department, use the full nameand the department name.

It is usually not necessary to use Mr., Mrs., Miss or Msunless the memo is very formal.


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cc ("Carbon Copy")

cc("Carbon Copy") Althoughcarbon copy paper is obsolete

technology, the term persists.

Subject: Be specific.


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Date:

Spell it out.

In some countries "12/01/98" means -

"December 1, 1998,

but in others it means "12 January 1998."


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Subject line

probably the most important part of yourmemo

summarize the intentof your memo, e.g.:Request for assistance with grant project

Consequences of recent material thefts

specific, concise and to the point


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Memo sections

Situation- Introduction or purpose

Problem(Optional)

Solution(optional)

Action- may be same as solution or be a part ofthe solution

Politeness- Close with polite expression


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Purpose:

Mr. Howard has asked me to arrange aworking lunch for all members of the writingstaff, at the main office, sometime before theend of the month.

The purpose of this memo is to requestauthorization to purchase a sound card and amodem for the computer in the front office.

This memo confirms the details of your tour ofthe new processing plant, as we discussedover the telephone this morning.


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Supporting details/explanation

maintain a global structure, such asfindings implications action items

arrange facts in a logical order

dont provide more detail thannecessary

use bullet points where appropriate

use correct structure bullet points (e.g.no standalone bullets)


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Closing

If necessary, summarize what you wantrecipient(s) to do.

Provide clear instructions, includingdeadlines where applicable.

Provide further references/contactinformation when appropriate.


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Writing Style


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Active vs. passive voice

Choose the passive voice when :

you dont know who did it,

your readers dont care who did it, or you dont want them to know who did it.

Those who are found guilty can be fined.

Once the design was publicized, it was widelyadopted.


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Cohesion

Move from old information to new.

Arrange topics in a logical order.

Start sentences with ideas that you havealready described, or with something you cansafely assume the reader already knows.

Keep your topics short and reasonablyconsistent.


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Syntactic complexity

To help in the efforts of ABCO, Inc., todevelop medical policies in regard tocoverage of employees engaged in high-risk activities, Dr. Jones has served as amedical consultant.

Dr. Jones has served as a medical

consultant to help ABCO, Inc., developmedical policies in regard to coverage ofemployees engaged in high-risk activities.


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Formatting

Use 1-inch margins all around (1-inchleft margin if the memo will be 2-holepunched and inserted in a binder).

Do not justify the right margin.

Use block-style paragraphs.


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Formatting contd..

Single-space your memo. Double-space avery short memo.

Use 12-point Times Roman as the default.

Do not add a complementary close (e.g.,sincerely). Do not sign memos at thebottom


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Formatting contd..

Add initials beside your name to indicatethat you have read and approved thememo (optional).

If the "copies to" list is longer than tennames, place it at the end of the memo. Ifyour memo is addressed to a distributionlist, name the list.


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Formatting contd..

In a footer, add the date and number thepages of the memo, for example"2/23/96, page 2 of 4." In the footer, you

may choose to use smaller type. Begin long memos with a paragraph that

functions as an executive summary.

Use the spell-check function.

Break long lists of bullets into severalclusters.


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Email

Effective email practices


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Format

Use short lines and shortparagraphs

Dont overformat your message byusing background colors, coloredtype, unusual font etc.

Mixed case


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Content

Choose your recipients carefully

Use a descriptive subject line

Greet your recipient Insert previous message

appropriately

Use a direct style of writingThink twice, write once

Provide an appropriate closing


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Important Tip

Treat email as a professionalcommunication medium


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Effective email messages

More formal than personal

Carry the same legal weight as any other businessdocument

Remember that messages can be forwarded and saved

Follow company email policy; understand the restrictionsput forward by company on email usage

Adjust the level of formality to the message and theaudience

Practice good email hygiene by not opening suspicious

message Dont cc bcc anyone who doesnt really need to see the

message

Understand the productivity implications of the message


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Effective email messages (contd..)

Follow the chain of command

Use correct grammar, spelling and punctuation

Make subject line informative by clearlyidentifying purpose of your message

Keep emotions under control

Dont mark messages urgent unless they areurgent

Use return receipt requested feature only inthe case of critical messages

Avoid forwarding chain letters


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Assignment


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Thank you

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