Topic 8 Memos, E-Mails, And Faxes
Transcript of Topic 8 Memos, E-Mails, And Faxes
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Memos, E-
mails, andFaxes
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Memorandum
written form of businesscommunication
for internal circulation
less formalcommunicate, explain, announce,
requests, confirm results, offer advice
format may vary
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Advantages:
message communicated
accurately
less time to write informal
convey detailed information
internal type of companyscommunication
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Headings : To, From, Date, Subject
Body : short paragraph, left margin
Reference initials (optional)Attachment notation
Part of a Memo
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a list comprising the names of people
to whom the memo will be sent
names are listed at the bottom of the
memo in alphabetical or rank order
and indented to the first tab
Distribution List
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Types of memo
1. Directive memo2. Response memo
3. Trip report memo
4. Field report memo
5. Transmittal Memo
6.Announcement Memo7. Instruction Memo
8.Authorisation Memo
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Directive memo
states a policy or procedure that you want
your co-workers to follow
The body of the memo starts with a clear,
concise sentence that states the purposeof the memo
This is to inform all members of OUM sportsclub that we will be organizing an
English Camp for the members children
.
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Response memo
responds to a request for information. it comprises four parts:
the purpose statement, the summary, discussion
action
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Trip Report memo
Is usually sent after a staff returnsfrom a business trip.
It follows the same format as theresponse memo.
The action section includes relevantinformation after returning from the trip
or any recommendations
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Field Report memo
Highlights a problem and reports on theprocedures taken to resolve the problem
It has the sub-sections:-
purposesummary
problem
methods
results
conclusions
recommendations
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Transmittal Memo
the first document in a reportpackage
functions: announcing the release of a report summarises conclusions and
recommendations
credits the project team for their work,
notes special points of interest
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Announcementmemo
issues an announcement to allstaff members at the same time
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Instruction Memo
gives instructions that need to becomplied with by the staff.
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Authorisation Memo
gives the green light for an actionto be taken
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Subject-verb agreement
the verb must agree to the nearest noun(s)
when two or three subjects are connected
however, every, each, one, everyone,anyone, somebody, anybody, takes on
singular verb
e.g Either the Heads of Department orthe
Section Leaderhas to attend the
meeting.
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each
one
every
anyoneeveryone
someoneanybody
someone
singular verb e.g. is, was,has, does, takes, walks}
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Emails electronic mails
enables an individual to create a message within amail application and send it to the electronicmailbox of another individual
sent via intranet (lan) and via the world wide web(www).
mail applications offer a number of options :spell check
stored
forwarded
copied
delivery confirmed
files attached
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Emails
netiquette- etiquette on the net
- maintains and promotes goodwillbetween writer and receiver
- courteous and confident
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Net address
- has a specific purpose appropriate to thewriter and the reader
- must be accurately written
- contains the users ID at a site or domain- domain identifies the organisation running the
site and the kind of site.e,.g. Com - Commercial business
org - Non-profit organisationsedu - Educational institutions
gov - Government organisations
net - Companies or organisations that run largenetworks
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Addressing E-mails
select from address booksupply a subject line.e-mails generally take the format of a
standard memo.an e-mail or Internet address consists of
specific parts:name@machine name.organisation.type of
organisation.country
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Layout of Memo
Recipients name Senders name
Subject
date
Body
Email address
Other options to contact sender
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Email abbreviations
AFAIK = As far as I Know
HTH = Hope This Helps
Btw = By The Way
Fwiw= for what its worth
Imo = in my opinion
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Faxes
well-established and widely used
speed, convenience, flexibility and
cheap
format of faxes depend on the
companys preferences
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Layout of Faxes
cover sheet: the first page of a fax
showing who it is from
cover sheet: the first page of a faxshowing who it is from
intended recipient: the person who should
receive the fax
advise the sender: tell the person who
sent it.