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Routine Email Messages and Memos

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  1. Routine Email Messages and Memos

  2. 10 key points to write effective e-mail and memo • Analyze our purpose and audience • Collect whatever information is necessary • Organize our thoughts • Create goodwill by being cautious, caring, and foment ill feeling • In subject line do not use dangerous words such as help, issue, and problem, important; also do not use word, free". • Use salutations such as dear, sir, dear friend, hi, and other greetings in the opening portion of e-mail or memo because it tells from where message begins. • Provide clear and complete first sentence. • In body portion, use the numbered lists, headings, tables with explanation and justification technique • End with (a) action information dates, and deadlines (b) summary (3) closing thoughts and what is next. • Be accurate, be clear be complete, be concise, be brief and watch out for knowledge gap.

  3. Summary Topic: routine email messages and memos. • Before writing a memo or an e mail you should consider three things. First, analyze your purpose and audience .(a) It means that do I really need to write an email or memo.(b) Why I am writing (c) How can I save the time of the reader .Second, Collect whatever formation is necessary. Gather documentations, text and search to get information before writing memo or email. Third, organize your thoughts. (a) revise for clarity ,it means that are the ideas clear.(b) proof read for correctness, means are the sentences complete and punctuated properly.(c) plan for feedback. • Format of memo starts from guide words such as date, to, from, subject, then opening paragraph, body and closing line. Format for email starts from guide words like to, from, subject, cc, bcc, then opening paragraph, body, conclusion paragraph.

  4. In email, opening paragraph should start with salutation such as dear sir or dear friend but in memo it is not needed and then opening paragraph containing main idea. Body explains and discusses the subject logically and design data numbered lists, tabs, heading, highlighting techniques. Close the email or memo with action information such as dates and deadlines and closing thoughts. • In procedure and information email messages and memos, we follow the direct memo plan, with main idea stated immediately, which should be so clear that no further explanation is needed. • Reply and request email messages and memos open with a specific request, followed by details. These messages open with information the reader most wants to learn and closing paragraph summarizes the important points or look forward to subsequent event or action.

  5. Related web sites Following web sites contain the details related to business emails and memos. Visit of these web sites can enhance our concept about writing emails and memos. • http://jerz.setonhill.edu/writing/e-text/e-mail.htm • http://www.clickz.com/showPage.html?page=2208411 • http://www.nku.edu/~fordmw/memo.htm • http://www.idrc.ca/IMAGES/books/WFC_English/WFC_English/effcre1.html • http://www.nku.edu/~fordmw/memo.htm • http://www.ent.ohiou.edu/~valy/memo.html • http://www.frugalmarketing.com/dtb/business-communication.shtml • http://office.microsoft.com/en-us/help/HA011450731033.aspx • http://engr.bd.psu.edu/psu007/metbd-memo-interoffice-memo.html

  6. Forum • Title: What are the difference between a memo, an email, and a letter? • URL: http://answers.yahoo.com/question/index?qid=20080510000250AAw3f2e • Description: It is good discussion forum which has information about how to write an email or a memo.

  7. Blogs • Blog 1 • Title: Chapter18 • URL: http://msuengl271two.blogspot.com/2007/03/chapter-18-samantha-and-julia.html • Posting date: 27 March, 2007 • Description: This blog is about guidelines, formats, attitudes and tone of the memos and emails • Blog 2 • Title: How to write an email subject • Posting time: June 15, 2008 at 11:40 pm • URL: http://www.mypunchbowl.com/blog/2008/06/15/how-to-write-an-email-subject/ • Description: This blog is about how we can improve our email writing.

  8. Books • Book 1 • Title: Business Writing and Communication • URL: http://www.amazon.com/McGraw-Hill-36-Hour-Business-Writing- Communication/dp/0071441271/ref=pd_sim_b_3 • Author: Kenneth W .Davis • Description: The book ‘Business Writing and Communication’ shows readers what they must do to craft a strong message and deliver that message in e-mails, memos, reports, and more. • Book 2 • URL: http://www.amazon.ca/Fundamentals-Business-Writing-Timothy-Flood/dp/142779717X/ref=si_1_4?ie=UTF8&s=books&sr=1-4 • Title: MBA fundamentals • Description: In MBA Fundamentals in Business Writing, Timothy E. Flood, PhD, offers real-world writing basics that can be applied today. Learn everything you need to know on effective business writing, from tone to formatting. Send the right impression with emails, memos, reports, and other business documents that hit the mark

  9. Newsletter URL: http://www.fulcrumsearchscience.com/CandidateNewsletter/CandidateMay_03.htm#finance Frequency: quarterly Title of article: Sailing of seven c’s of effective writing Author: Bob Hooey Description: This newsletter has article which is about how to write effective emails and memos

  10. Peer Reviewed journal 1 Journal title: Business Communication Quarterly Publisher: SAGE Journals online URL: http://bcq.sagepub.com/cgi/content/abstract/61/2/57 Description: This Journal is about business communication and article discusses the format rules and importance of both email and memo.

  11. Peer Reviewed journal 2 Journal title: Ottawa Business Journal Publisher: Transcontinental URL: http://www.ottawabusinessjournal.com/286690061436669.php Description: This journal is about business and has article about writing business emails and memo

  12. Wikipedia Definitions Email: Methods of writing, sending, receiving, and saving messages over electronic communication systems. http://en.wikipedia.org/wiki/Email Memo: A memorandum or memo is a note or communication that aids the memory by recording events or observations on a topic, such as may be used in a business office. http://en.wikipedia.org/wiki/Memorandum

  13. Additional recourses • A pdf file 1 • Title: Brief Guide to Business Writing • URL: http://www.biz.uiowa.edu/faculty/kbrown/writing.html • Description: This is a report in pdf format. It is a useful document which guides us about structure as a whole, format, and sentence structure. • A pdf file 2 • Title: Memos and Email Messages • URL: http://www.southwestern.edu/~earlyd/money/guide-to-memos-emails.pdf • Description: This pdf file guides us how to plan a memo or an email and what are characteristics of an email and memo.

  14. Additional Recourses • Magazine • URL: http://www.canadaone.com/ezine/nov02/effective_writing.html. • Published: November 2002 • Author of article: By Bob 'Idea Man' Hooey • Title of article: Sailing The Seven c’s Of Effective Writing • E-handout • Title: Memos • URL: http://www.rpi.edu/dept/llc/writecenter/web/memos.html • Description: This E-handout describes content, style, and format of memos.

  15. Bibliography References Routine email messages and memos, 2005, Group project, Montreal, QC. Canada one, Bob 'Idea Man' Hooey November 2002 http://www.canadaone.com/ezine/nov02/effective_writing.html. Kenneth W .Davis, Business Writing and Communication, McGraw-Hill; 1 edition (May 20, 2005) http://www.amazon.com/McGraw-Hill-36-Hour-Business-Writing-%20Communication/dp/0071441271/ref=pd_sim_b_3 Timothy flood, MBA fundamentals, Kaplan Publishing; 1 edition (May 6 2008) http://www.amazon.ca/Fundamentals-Business-Writing-Timothy-Flood/dp/142779717X/ref=si_1_4?ie=UTF8&s=books&sr=1-4 E handouts, Dan Murphy, the writing center, http://www.rpi.edu/dept/llc/writecenter/web/memos.html

  16. Guffey, Mary Ellen, Business English sixth edition, pp235-9, Cincinnati: • South western college publishing, • http://www.southwestern.edu/~earlyd/money/guide-to-memos-emails.pdf • Kenneth G Brown, Ph.D, David j.Barton, B.A .brief guide to business • Writing, http://www.biz.uiowa.edu/faculty/kbrown/writing.html • Bill Caswell, How to train your boss, Ottawa business journal, • Mon, Jul 31, 2006 3:00 PM URL: • http://www.ottawabusinessjournal.com/286690061436669.php • Marian M. Extejt, Teaching Students to Correspond Effectively Electronically, • Vol. 61, No. 2, 57-67 (1998) , John Carroll University, University Heights, Ohi http://bcq.sagepub.com/cgi/content/abstract/61/2/57 • Engl 271 Bernett blog online posting, 27 March 2007, • http://msuengl271two.blogspot.com/2007/03/chapter-18-samantha-and-julia.html • My punch blog, online posting, How to write an email subject, June 15, 2008 at 11:40 http://www.mypunchbowl.com/blog/2008/06/15/how-to-write-an-email-subject/ • Bob’idea man’ Hooey, fulcrum search Science Inc, Sailing the seven C’s of effective writing, 2nd quarter edition- 2003 : http://www.fulcrumsearchscience.com/CandidateNewsletter/CandidateMay_03.htm#financeonline • Ericfaul, July, 30, 2006, what are differences between, a memo, an email, and a letter http://answers.yahoo.com/question/index?qid=20080510000250AAw3f2e