Business Communication: Process and Product, Mary Ellen Guffey, South-Western.
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Read Article re: Email
According to the article…….
 What are some advantages of email?
 What are some disadvantages of email?
 What do you think is the most important
point made in the article?
Email vs. Memo
 What’s
the difference??
 Differences in formatting?
Characteristics of Successful
Memos and E-Mail Messages
 Headings:
To, From, Date, Subject
 Single topic
 Conversational tone
 Conciseness
 Graphic highlighting
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Organization of Memos
 Subject
line
 Opening
 Body
 Closing
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Subject Line
 Summarize
the main idea.
Budget Meeting June 3, 10 a.m.
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Opening
Start directly; restate and amplify the main
idea.
 Indirect (ineffective) opening:
This is to inform you that we must complete the annual
operating budgets shortly. Over the past two months many
supervisors have met to discuss their departmental needs.
 Direct (effective) opening:
All supervisors and coordinators will meet June 3 at 10 a.m. to
work out the annual operating budgets for their departments.
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Body
 Explain
and discuss the topic.
 Use graphic highlighting to facilitate
reading, comprehension, and retention.
 Consider columns, headings,
enumerations, bulleted lists, and so
forth.
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Closing
 Request
action, including an end date.
 Summarize the message, or
 Provide a closing thought.
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Memo Formatting
 Line
up all heading words with those
following Subject.
 Leave side margins of about 1¼ inches.
 Indent the lines following bulleted or
enumerated items.
 Use ragged line endings, not justified.
 Don’t include complimentary close or
signature.
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Leave side margins of about 1¼
inches.
1¼ inch
margin
1¼ inch
margin
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Line up all heading words with
those following Subject.
To:
Rob Montaine
From:
Heidi Chan
Subject: FORMATTING AND STATIONERY FOR
MEMOS
Welcome to Multimedia, Rob! I’m pleased to be able
to answer your questions about formatting and
stationery for memos in the organization.
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Don’t include complimentary
close or signature.
Please examine the enclosed samples and call me if
you have additional questions.
Enclosures
Sincerely,
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KINDS OF MEMOS
 Procedure
and Information Memos
 Request and Reply Memos
 Confirmation Memos
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Procedure and Information
Memos
 These
routine messages usually flow
downward; they deliver company
information and describe procedures.
 Tone is important; managers seek
employee participation and cooperation.
 Express ideas positively
 Give reasons for policies
 Suggest benefits to readers
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Confirmation Memos
 Also
called “to-file” reports or “incident”
reports.
 Record oral decisions, directives, and
discussions.
 Include names and titles of people
involved.
 Itemize major issues and request
confirmation from the receiver.
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Smart E-Mail Practices
 Get
the address right.
 Avoid misleading subject lines.
 Be concise.
 Don’t send anything you wouldn’t want
published.
 Don’t use e-mail to avoid contact.
 Use graphical highlighting
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The Six Most Common Mistakes
in Sending E-Mail
1. Address goofs
2. Lengthy messages or attachments
3. Misleading subject lines
4. Inappropriate content (such as delivering bad .
. . news)
5. Instant indiscretions (angry or thoughtless . . .
. . statements)
6. Reckless copying
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Greg’s Email Goofs
 Goof
#1
– email to Fox 49
 Goof
#2
– email to business faculty
Email Assignment
Your boss is making a business trip to a foreign
country (you choose). Your boss has asked that
you prepare a short 1 - 2 page memo describing
the country. Info. to include may include
population, capital, major cities, major religions,
languages, info on economy and weather.
Include a small map in your memo.
•Please prepare in Word.
•Suggested info. source is CIA.gov
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In Class Assignment
 Go
to instructor’s web site
 Click on link to Web-CT initial log in
 Determine your Web CT log in (write it
down!)
 Click on “Discussion Board” and follow
assignment posted for today
Email and Research Group Assignment
Your boss is meeting with representatives at
Foster Wheeler to discuss a potential high level
business relationship. He’s asked for a short
memo from you summarizing the firm’s activities
and performance. Using on-line research for
information, prepare a short memo to your boss
that succinctly addresses his request.
Groups will meet back in class at 11:10 to
present their documents to the class
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End
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