Chapter 5Chapter 5E-Mail and E-Mail and

MemorandumsMemorandumsBy Andrew ChapelBy Andrew Chapel

Main ObjectivesMain Objectives Analyze the writing process and how it helps Analyze the writing process and how it helps

you produce effective e-mail messages and you produce effective e-mail messages and memos.memos.

Discuss the structure and formatting of e-mail Discuss the structure and formatting of e-mail messages and memos.messages and memos.

Describe smart e-mail practicesDescribe smart e-mail practices Write information and procedure e-mail Write information and procedure e-mail

messages and memosmessages and memos Write request and reply e-mail messages and Write request and reply e-mail messages and

memosmemos

Chapter 5, Page 98Chapter 5, Page 98

What is the What is the Purpose of E-Purpose of E-

mails and mails and Memos?Memos?

The Writing ProcessThe Writing ProcessPhase I: Analysis, Phase I: Analysis, Anticipation, and Anticipation, and

AdaptationAdaptation Do I really need to write this e-mail or memo?Do I really need to write this e-mail or memo? Should I send an e-mail or a hard-copy memo?Should I send an e-mail or a hard-copy memo? Why am I writing?Why am I writing? How will the reader react?How will the reader react? How can I save my reader’s time?How can I save my reader’s time?

Chapter 5 Page 99Chapter 5 Page 99

The Writing ProcessThe Writing ProcessPhase II: Research, Phase II: Research, Organization, and Organization, and

CompositionComposition

Conduct research.Conduct research. Organize your information.Organize your information. Compose your first draft.Compose your first draft.

Chapter 5 Page 100Chapter 5 Page 100

The Writing ProcessThe Writing ProcessPhase III: Revision, Phase III: Revision, Proofreading, and Proofreading, and

EvaluationEvaluation

Revise for clarity and conciseness.Revise for clarity and conciseness. Proofread for correctness.Proofread for correctness. Plan for feedback.Plan for feedback.

Chapter 5 Page 100Chapter 5 Page 100

Analyzing The Structure Analyzing The Structure and Format of Email and Format of Email

Messages and MemosMessages and Memos

Writing the Subject LineWriting the Subject Line Opening With the Main IdeaOpening With the Main Idea Explaining in the BodyExplaining in the Body Closing with a PurposeClosing with a Purpose Putting It All TogetherPutting It All Together Formatting Email MessagesFormatting Email Messages Formatting Hard-Copy MemosFormatting Hard-Copy Memos

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Using E-mail Smartly and Using E-mail Smartly and SafelySafely

Getting StartedGetting Started Content, Tone, and CorrectnessContent, Tone, and Correctness NetiquetteNetiquette Reading and Replying to E-mailReading and Replying to E-mail Personal UsePersonal Use Other Smart E-mail PracticesOther Smart E-mail Practices

Chapter 5 Page 107Chapter 5 Page 107

Writing Information and Writing Information and Procedure E-mail Messages Procedure E-mail Messages

and Memosand Memos

Subject Line: Summarize the content of the Subject Line: Summarize the content of the message.message.

Opening: Expand the subject line by stating Opening: Expand the subject line by stating the main idea concisely in a full sentence.the main idea concisely in a full sentence.

Body: Provide background data and explain Body: Provide background data and explain the main idea.the main idea.

Closing: Request action, summarize the Closing: Request action, summarize the message, or present a closing thought.message, or present a closing thought.

Chapter 5 Page 112 (Example Page 113)Chapter 5 Page 112 (Example Page 113)

Writing Request and Reply Writing Request and Reply E-mail Messages and E-mail Messages and

MemosMemos

Subject Line: Summarize the request and Subject Line: Summarize the request and note the action desired.note the action desired.

Opening: Begin with the request or a brief Opening: Begin with the request or a brief statement introducing it.statement introducing it.

Body: Provide background, justification, Body: Provide background, justification, and details.and details.

Closing: Request action by a specific date.Closing: Request action by a specific date.

Chapter 5 Page 114 (Example Page 115)Chapter 5 Page 114 (Example Page 115)

Writing Request and Reply Writing Request and Reply E-mail Messages and E-mail Messages and Memos: Replying to Memos: Replying to

Requests and MessagesRequests and Messages Subject Line: Summarize the main information Subject Line: Summarize the main information

from your reply.from your reply. Opening: Start directly by responding to the Opening: Start directly by responding to the

request with a summary statement.request with a summary statement. Body: Provide additional information and details Body: Provide additional information and details

in a readable format.in a readable format. Closing: Add a concluding remark, summary, or Closing: Add a concluding remark, summary, or

offer of further assistance.offer of further assistance.

Chapter 5 Page 115Chapter 5 Page 115

ReviewReview

ReferenceReference

Mary Ellen Guffey. Mary Ellen Guffey. Essentials of Essentials of Business CommunicationBusiness Communication. South-. South-Western, 2007.Western, 2007.