Chapter: 5

1. Chapter: 5 Introduction to Messages and the Writing Process

2. Text Messaging • Text messages are the newest type of message. • They began as a short message service (SMS), which allowed mobile phone users to send messages. • When composing text messages, writers should focus primarily on clarity in achieving their objectives. • Since keying responses on a mobile phone is slow, users often use abbreviated spelling forms.

3. Text Messaging • Some of the common abbreviations are b4 for before, u for you, gr8 for great, plz for please, and many more. • Other shortcuts include initialisms such as BTW for by the way and short form spellings such as nite for night. • Because text messaging is less formal than other types of messages, these shortcuts are often used and accepted.

4. Text Messaging • However, they still force the reader to stop and interpret the meaning. Users should avoid them if they interfere with clarity. • Text messages should convey ideas completely with minimal need for response.

5. Email Email Vs Telephone: Advantages: • E-mail eliminates “telephone tag” --- the problem of trying to contact busy people who are not always available for telephone calls. (Messages sent to them can be stored in their electronic mailboxes until they are ready to read them.) • Email saves the time of these busy people. They are spared the interruptions of telephone calls.

6. Email 3. Email can speed up the process of making business decisions, because it permits rapid exchanges from all involved in the decisions. 4. Email is cheap. It permits unlimited use at no more than the cost of an Internet connection. 5. It provides a written record.

7. Email Disadvantages: 1. Email is not confidential. 2. Email doesn’t communicate the sender’s emotions well. Voice intonations, facial expressions, body movements, and such are not a part of the message. They are in telephone and face-to-face communication. 3. Email may be ignored or delayed. The volume of email often makes it difficult for some respondents to read and act on all of their messages.

8. Email Including the Prefatory Elements: • To: Here the sender places the email address of the recipients. It must be perfect, for any error will result in failure to reach the recipient. • Cc: If someone other than the prime recipient is to receive a courtesy copy, his or her address goes here. • Bcc: This line stands for blind courtesy copy. The recipient’s message will not show this information; that is, he or she will not know who else is receiving a copy of the message.

9. Email • Subject: This line describes the message as precisely as the situation permits. The reader should get from it a clear idea of what the message is about. • Attachments: In this area you can enter a file that you desire to send along with the message. • The message: The information you are sending goes here.

10. Email • Begin with the recipient’s name or a greeting. Identify yourself if necessary. • Organize short messages by presenting information in descending order of importance. • Longer messages usually follow more complex patterns.

11. Email • Email messages range from highly informal to formal. • The language may be casual, informal, or formal. • Casual language uses slang, contractions, short sentences. • Use casual language when writing to friends. • Informal language resembles proper conversation. • Formal language keeps a distance between writer and reader.

12. Email • Cut nonessentials and write concisely. • Minimize references to previous communications. • Be courteous. • End with your name and perhaps a closing statement. • Initialisms have been developed to save time. But use them cautiously.

13. Initialisms • ASAP as soon as possible • BTW by the way • FAQ frequently asked questions • FWIW for what it’s worth • FYI for your information • IMHO in my humble opinion • LOL laughing out loudTIA thanks in advance • TTFN ta-ta for now

14. Avoiding Inappropriate Use of Email • Don’t use e-mail when: • The message is long, complicated, or requires negotiation. • Questions or information need clarification and discussion. • The information is confidential, sensitive, requires security, or could be misinterpreted. • The message is emotionally charged and really requires tone of voice or conversational feedback to soften the words or negotiate meaning.

15. Avoiding Inappropriate Use of Email • The message is sent to avoid direct contact with a person, especially if the message is unpleasant and uncomfortable or seems too difficult to say face-to-face. • The message contains sensitive issues, relays feelings, or attempts to resolve conflict. Email can make conflict worse.

16. Memorandums • Memos are internal letters. • Most large companies use standard memo templates or printed memorandum stationery with Date, To, From, and Subject headings. • Some larger companies have additional headings (Department, Plant, Territory, Store Number, and such).

17. Sample Memorandum Memo To: M Asif, President From: M Ahmed, Public Relations CC: M Rahman, Chair Date: 18.05.2008 Subject: May meeting of product update. As we agreed, the May meeting will be held…….. Aftab Automobiles

18. Sample Memorandum To: Date: From: Store: Territory: Copies to: Subject: This is an illustration of our memorandum stationery….. AFTAB AUTOMOBILES MEMORANDUM

19. Memorandums • Memorandums vary widely in formality. • Because the situations involved are similar, the techniques for writing memos and email are similar. • The memorandum begins directly --- with the objective. The necessary explanation follows. • The memorandum ends with courteous words.

20. Memorandums • Memorandums differ from letters in two major ways: • They are more likely to be direct. • They are less likely to involve concern about word effect (you-viewpoint, negative words, etc.).