Chapter 7 E-Mail Messages and Memos

In most organizations today, employees spend more time writing e-mail messages and memos than they spend writing anything else. Memos were always a favorite means of communication, but e-mail is rapidly becoming the communication medium of choice. This chapter provides students with a solid foundation in the hows and whys of planning, composing, and revising routine e-mail messages and memos.

Two important benefits of well-written documents are that (1) such messages are more likely to achieve their goals, and (2) they enhance the employees’ image within the organization.

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As you read and study this chapter, be sure you know:
When you should use e-mail, when you should write a letter, when you should use a memo, and when you should talk face-to-face.
How an e-mail message should be organized.
What a subject line should and should not contain.
What is proper netiquette.
What an information or procedure e-mail is.
What constitutes a confirmation e-mail message or memo.

Your assignments for this chapter are Activity 7.1, p. 193 for 30 points and Activity 7.7, p. 195 for 20 points. On Activity 7.1, you may omit submitting a list of weaknesses; just submit the revised memo message.

Use the standard memo format used in e-mail messages (different e-mail providers may have the To before the From and some may not include From as it will show up in the list of e-mails received). For your message please use the following format:

To:
From:
Subject:

Message

One of the things I will be checking in your message is the order of your paragraphs. Use the checklist on p. 191 as you write your message.

Checklist for Writing Typical E-Mail Messages and Memos
Subject Line
Summarize the central idea.
Include labels if appropriate.
Avoid empty or dangerous words.

Opening
State the purpose for writing.
Highlight questions.
Supply information directly.

Body
Explain details.
Enhance readability.
Supply graphic highlighting.
Be cautious.

Closing
Request action.
Summarize the memo or provide a closing thought.
Avoid clich endings.

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Begin with main idea or purpose (usually one paragraph).
Follow with brief explanation, details, and/or questions (may be one or more paragraphs as needed).
Conclude with an end date for action and a reason (again, usually one paragraph).

To view a grading sheet for letters, click on the Grading Sheet link below this link in Course Content. You may want to print a copy of this grading sheet to use as a guide as you write your letters and reports.
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CHAPTER 8, Positive Letters and Messages

Although most businesspeople today are writing more e-mail messages than other documents, business letters are still an important form of communication. Letters are important when a written record is required, when formality is necessary, and when a message is sensitive and requires an organized, well-considered presentation.

As you read and study this chapter, be sure you pay attention to the following:
When to use a letter rather than an e-mail.
To whom the most important letters are written.
How to use the 3-x-3 Writing Process.
When to use direct strategy and when to use indirect strategy.
What is meant by frontloading.
How to present a series of questionssee revision of letter on page 209.
Where action information should be placed in a letter.
What a polite request is.
When to use open-ended questions.
What goes in the beginning, middle and ending paragraphs of a direct strategy letter.
That trite closings such as Thank you in advance should be avoided.
What an effective subject line contains.
What a goodwill message is.
That international letters tend to be more formal than American business letters.

Your assignment for this chapter is Activity 8.8 on page 227 for 50 points. Follow the checklist on page 210 as you write the letter.

Use block style, open punctuation for the letter. Also, check Appendix B at the back of your textbook for additional information about letter styles and punctuation styles. I will be counting off points if your letter and punctuation styles are not correct.

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