Emails and Memos

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Presentation Description

This slideshow is intended for my technical writing course.

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Presentation Transcript

Emails and Memos : 

Emails and Memos English 323: Technical Writing

Objectives : 

Objectives After reading and listening to this slideshow, the student will analyze a scenario organize information apply its directions and theories in a writing activity.

Emails and Memos : 

Emails and Memos Emails and memos are pretty much the same thing. In fact, the email format was designed to look like a memo. Both require the same headings: to, from, date, subject (re). They are both informal—cool—and non-technical documents, although they are professional documents and should take on a formal tone depending on the recipient. They suggest or explain not insist or accuse.

Emails and Memos : 

Emails and Memos For memos, you should double space between the headings (see next slide). For email and memos, the body should be single spaced with double space between paragraphs. You do not include a salutation like ‘Dear John’ for memos, and it is not necessary for emails. You also do not sign memos at the bottom. For memos, you write your initials next to your name in the From: line after you have proofed the memo. A complimentary close is not necessary for email.

Emails and Memos : 

Emails and Memos To: This line contains the name of the recipient. You can include the recipients title on the same line separated by a comma, or you can put the title on the next line if it is long. It can be addressed to more than one person From: This line contains your name and title.

Emails and Memos : 

Emails and Memos Date: This line contains the date, of course. You should refrain from write the date as numbers. The preferred way is 31 August 2009 Subject: This line can also be titled re: which stands for ‘regarding’ or ‘in reference to.’ Your subject line should be a noun phrase (no verb) that briefly but succinctly tells what the memo is all about.

Emails and Memos: subject line : 

Emails and Memos: subject line Example of a subject line: Employee meeting Thursday at 2 pm in the lounge Meeting with president to finalize your promotion

Example : 

Example MEMORANDUM To: Elmer Fudd, Hunter From: Bugs Bunny, Rabbit Date: 24 August 2009 Re: Restraining Order Keep away.

Emails and Memos content : 

Emails and Memos content These documents can be requests, responses, reports, directives, procedures. They should follow the top-down organization: the most important at the top and going down to the least important. The first line should be carefully drafted to reflect your main point or question. The following lines should act as support information or clarification. Memos/emails can be one sentence or several pages.

Emails and Memos content : 

Emails and Memos content The first line should be carefully drafted to reflect your main point or question. It should communicate immediately what you want and why you are writing. In tomorrow’s meeting, I’d like to determine if improvements in quality control can be made. I have met with the vice-president regarding you suggestions. He’d like to meet with you to discuss your ideas in more detail.

Emails and Memos content : 

Emails and Memos content The following lines (the body) should act as support information or clarification. A discussion: who, what, when, where, why, how Most memo readers skim: Highlighters (itemized lists, columns, tables, charts, graphs; white space; headings; type: bold, italics, but not a lot of different fonts) Simple words, readable sentences, specific details Memos/emails can be one sentence or several pages. Directive close to provide dated call to action.

Types of Memos and Emails : 

Types of Memos and Emails Recommendation: interprets data, draws conclusions, and makes recommendations Initiated by someone other than the writer (your boss, supervisor, etc.). You must investigate the problem and recommend a solution. Response to a request Problem solving: defines the problem and all of the possible solutions, then chooses the best solution—the recommendation. Includes costs, benefits; explains how suggestion could be implemented. The recommendation comes last. Encourage the reader to act.

Types of Memos and Emails : 

Types of Memos and Emails Justification: a type of recommendation report Initiated by the writer who sees that something needs to be called to the attention of another person (boss, supervisor, etc.) Justifies the writer’s position Begins rather than ends with the recommendation.

Types of Memos and Emails : 

Types of Memos and Emails Progress Report: a follow-up to a planning proposal Tracks activities, problems, progress. Usually daily in a large company. Work completed Work remaining Problems (how will they be solved), delays (how long will it take to get back on schedule), successes Anticipated completion date

Example : 

Example MEMORANDUM To: A.J. Rockwell, Vice President From: Dan Duran, Training Manager Date: 24 August 2009 Re: Progress Report: removal of old training equipment Work Completed We installed the new training equipment in the north building Monday and filled out the surplus form to have some of the old equipment removed from the training room. Work Remaining New lockers are still sitting in the hallway. They will not be installed until the furniture company has sent the replacement doors that we requested. The expected date of the This example is an abbreviated version of a much longer memo that goes into great detail about the equipment, its installation, costs, etc.

Types of Memos and Emails : 

Types of Memos and Emails Periodic Activity Report Like a progress report but summarizes activities over a period of time. Survey Query Minutes of meeting, agenda Analytical Reports: feasibility reports, recommendations, justifications

Slide 17: 

I will use the following criteria to evaluate your emails and memos. Emails and Memos: Evaluation

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