Routine E-Mail Messages

1
Routine E-Mail MessagesMemos
2

• Guffreys 3-x-3 Writing Process
• Structure of E-mail Messages and Memos
• Effective E-mail Practices
• Writing Informative E-mails and Memos
• Request and Reply E-mails and Memos
• Writing Confirmation E-mails and Memos

3
Guffreys 3-x-3 Writing Process

• 1.1 Prewriting
• Choose the best mode of communication.
• Determine your purpose in writing.
• Consider the readers reaction.
• Save the readers time.

4
1.2 Research, Organize and Compose

• Gather the relevant files and documentation
  needed to prepare your message.
• Outline the important points.
• Group related information into short paragraphs.
  Avoid huge blocks of text.

5
1.3 Finishing Touches

• Revise for clarity.
• Consider the readers perspective.
• Proofread your message.
• Feedback will indicate message success.
• Ask the reader questions.

6
Structure of E-mail Messages and Memos

• Subject Line Write a meaningful subject.
• Opening Statement Get to the point.
• Amplify and restate your subject
• Body Provide background information.
• Use visual aids to enhance readability.

7

• Closing End decisively to prevent a
• feeling of abruptness by ending with
• one of the following
• Action information, dates, or deadlines.
• A brief summary.
• A closing thought.

8
Effective E-mail Practices

• Compose offline using a word processer.
• Care about content, tone and correctness.
• E-mails create permanent records.
• Dont use e-mails to avoid contact.
• Follow netiquette rules for polite interactions.

9
Writing Informative E-mail and Memos

• Give instructions or procedures.
• Distribute standard information.
• Transmit your ideas clearly.
• No further elaboration will be required.

10
4.1 Tips When Writing Informative Messages

• Seek participation by using a cooperative
  tone be polite and courteous.
• Be mindful of clarity and readability.
• When possible break instructions up into numbered
  chronological steps.

11
5. Request and Reply E-mails and Memos

• Used to provide information.
• To seek information from others.
• Writing effective requests and responses
• Saves time
• Makes you valuable in a team.

12
5.1 Tips for Requesting and Replying

• Open with most important point first.
• Provide elaborative details in the body.
• Close with either
• A summary of the important points
• Look forward to upcoming actions / deadlines

13
Writing Confirmation Emails Memos

• Purpose Record oral decisions, directions and
  discussions.
• Primary Functions
• To establish a permanent written record.
• Avoid misunderstandings.

14
6.1 Tips When Writing Confirmation Messages

• Used only for significant happenings.
• Be sure to include
• Names and titles of people involved.
• Major issues and points discussed.
• A request for approval.

15
References

• Guffey, M. E., Rogin, P., Rhodes, K. (2006).
  Business Communication Process and Product.
  Upper Saddle River Nelson Education Limited.