MEMO OR E-MAIL?

Tiffiany Rios

OK, SO YOU NEED TO COMMUNICATE Communicating in the workplace can be

confusing if you are not given guidelines.

LEVEL OF FORMALITY Some internal emails and memos can

be more friendly and conversational than outgoing documents.

If the email / memo has a serious consequence for you, the reader, the public, or the company, formal is best.

CHOOSING BETWEEN EMAIL AND A MEMO

Condition Email

Memo

1. Sent to a large group? X

2. Requires rapid response? X

3. Geographically distant recipients? X

4. Will message need revision? X

5. Will part of the message be printed and distributed?

X

6. Message longer than one computer screen? X

7. Requires careful formatting? X

8. Requires detailed graphics and visuals? X

9. Contains highly important info? X

10. Contains somewhat sensitive information? X

THE PURPOSEIf the situation meets criteria in

both categories, you can send the message as a memo attached to an

email message.

EMAIL’S KEY ELEMENTS Subject Line Recipient Message Content Signature Attachments

EMAIL TIPS Subject Line

Concise and Specific Only use CAPS if message is urgent

Content Brevity State Your Reason for Writing in the first few

sentences. No Longer than One Screen

Use Block Formatting

MEMO’S KEY ELEMENTS

Identifying Information To From Subject Date

KEY ELEMENTS OF MEMO CONTENT Main Point / Thesis at The Beginning Introductory Paragraph

(Background/Context/ Overview) One Central Idea per Body Paragraph Concluding Paragraph That Restates

the Message

TYPES OF MEMOS Directive Progress Status Trip Reports / Field Reports Response Lab Reports Meeting Minutes

REMEMBER Email and Memos are NOT private or

confidential!

CAUTIONNO

PRIVACYAHEAD