Memos and Email messages

COMMUNICATION WORKS FOR THOSE WHO WORK AT IT

Guidelines for E-mail

Organize each message the same way you would a paper document of the same length. Avoid using fancy formatting (italics, boldface, tab spacing, and so forth) Check your message for spelling and grammar before you send it.

Formatting E-Mail Messages Guide Words

Consider keying receivers full name; use angle brackets for e-mail address Ann Jones<hjones@peach.com> From: Entered automatically Date: Entered automatically Subject: Include meaningful topic summary. To:

Salutation Options
No salutation Ann, Dear Ann:, Hi, or Good morning! Include name in first line Thanks, Ann, for your help . . .

Body and Closing

Body Cover just one topic. Use uppercase and lowercase letters. Use short line length if message might be forwarded. Closing Consider a complimentary closing such as Best wishes or Cheers. Include your name and full identification especially for messages to outsiders.

Model E-Mail Message

Date: To: From: Subject: Matt: September 3, 2007 9:05:12 AM EST Matt Ferranto <mferranto@qualcom.com> Brooke Johnson <bjohnson@qualcom.com> Supervising Two Assigned Interns

Two interns will work in your department from September 20 through November 30. As part of their supervision, you should do the following:

Develop a work plan describing their duties.

Model E-Mail Message

Supervise their work to ensure positive results. Assess their professionalism in completing all assigned work.

Please examine the packet we are sending you. It contains forms and additional information about the two students assigned to your department. Call me at Ext. 248 if you have questions. Best, Brooke Brooke Johnson Human Resources & Development E-mail: bjohnson@telecom.com Phone: (425) 896-3420

Memo
What are they? They are written messages sent from one person to another (or several people) within the same organization.

Important points about Business Memos? They are. . .

almost always are used within an organization usually are informal in style normally function as a non-sensitive communication are short and to-the-point have a direct tone / language have a business tone / no slang or jokes do not require a salutation (formal greeting) do not have a complimentary closing as does a business letter (END) have a format very different from a business letter may address one person or a group of individuals Examples: To: Mr. John Doe, CEO of Pepsi or To: All Student Support Services Participants

Purposes1. To bring attention to the problem 2. Informing the readers about new information like policy changes, price increase, or even attending a meeting.

Parts of Memos Heading Segments Opening Segments Context Task Segments Discussion Segments Closing Segments

Format 1. Generally short 2. Single Spaced and left justified 3. No indentation, skip line for Para change 4. Prefer bullets and Rubrics

Allocation of space Heading- 1/8 of the memo Opening- 1/4 of the memo Summary-1/2 of the memo Closing-1/8 of the memo

Double-space; Describe the align all words after spacing and colon following alignment of this section. SUBJECT.

Single-space; Describe how leave blank line to space the between message. paragraphs.

Sign your Describe how initials at sign you would the end of the a memo. FROM line.

THANKYOU