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E-mails and Memos

E-mails and Memos. Inform, Request, or Respond. Emails and Memos. Most memos and e-mail messages can be divided info four groups: 1. Those that inform 2. Those that request 3. Those that respond 4. Those that persuade. Inform.

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E-mails and Memos

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  1. E-mails and Memos Inform, Request, or Respond

  2. Emails and Memos • Most memos and e-mail messages can be divided info four groups: • 1. Those that inform • 2. Those that request • 3. Those that respond • 4. Those that persuade

  3. Inform • Messages that inform generally explain organization policies, procedures and guidelines. • As policy-making documents, these messages must be particularly clear and concise

  4. Handout • This e-mail informs department managers of a change in job-hiring procedures. • What’s wrong with the first one? • How do they fix these problems?

  5. Request • Messages that make requests are most effective when they use the direct approach • The reader learns Immediately what is being requested, so there should be no confusion • Indirect approach is used when you believe the audience may resist the request

  6. Handout • Requests should be courteous and respectful. • They should not be demanding or dictatorial. • Example: • “I want you to find out why the Davis account was not included in this report, and I want this information before you do anything else” • What’s wrong with this message?

  7. Respond • Much office correspondence reacts or responds to memos, e-mail messages, and other documents. • When responding to a document, follow these preparatory steps: • 1. Collect whatever information is necessary • 2. Organize your thoughts • 3. Make a brief outline of the points you plan to cover

  8. Respond • Being the e-mail or memo with a clear statement of the main idea (tip of pyramid) • Avoid wordy sentences: • I am writing this e-mail in response to your request for the following information… etc.

  9. Respond • The body of a response memo provide the info requested • (“background” and “facts” in the pyramid) • End the e-mail with a brief summary • (“outcomes” of the e-mail)

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