1 / 11

How To Write Emails and Memos

How To Write Emails and Memos. Steps on how to write efficient emails and memos. Prewriting. Analysis, Anticipation and Adaptation. Is sending an email necessary? (could it be replaced by a phone call?). Select your audience. (age category, work environment...).

ziazan
Download Presentation

How To Write Emails and Memos

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. How To Write Emails and Memos Steps on how to write efficient emails and memos

  2. Prewriting Analysis, Anticipation and Adaptation • Is sending an email necessary?(could it be replaced by a phone call?) • Select your audience.(age category, work environment...) • State your subject and purpose.

  3. Writing the Email 1 -Research 2 -Organization • Write a draft and notes. • Review your purpose • Keep in mind that your email should not be time consuming • Aim for a positive reaction from your reader • Gather all useful files and documentations • Make notes of recent events that occurred • If replying, copy/paste only important parts of the email that need answering to

  4. Writing the Email 3- Composing • Summarize your main idea in the Subject Line Subject: Attendance confirmation on the meeting of the 25th of October • Avoid empty or dangerous words pRoBleM LOL! Help!

  5. Writing the Email 3- Composing OPENING • Salute! • HELLO - GREETINGS – DEAR SIR • State your purpose of writing • Highlight questions Please answer the following question... • Supply direct information

  6. Writing the Email 3- Composing BODY • Do NOT send anything you don’t want published • Divide into small paragraphs • Keeps sentences short • Use bullets and numerations

  7. Writing the Email 3- Composing CLOSING • Avoid overused endings: • Specify what you want to be done, what actions are to be taken • Summarize your thoughts and the content Thank you for your cooperation

  8. our bid for your project Inappropriate joke and misuse of chat abbreviation hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it. hey, what were senator Gs 3 hardest years? second grade! LOL ed franksmith@printers.com BAD EMAIL SAMPLE CAPITALIZE! hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it. hey, what were senator Gs 3 hardest years? second grade! LOL ed hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it. hey, what were senator Gs 3 hardest years? second grade! LOL ed hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it. hey, what were senator Gs 3 hardest years? second grade!LOL ed hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it. hey, what were senator Gs 3 hardest years? second grade! LOL ed hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it. hey, what were senator Gs 3 hardest years? second grade! LOL ed Is it too much to ask to spell out “you” and “to”? FULL NAME, please!

  9. Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder. Please let me know if you need any other information. Let’s get together for lunch soon. I’ve got some new jokes to share with you. Sincerely, Ed Avis franksmith@printers.com Follow up on cookbook project GOOD EMAIL SAMPLE Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder. Please let me know if you need any other information. Let’s get together for lunch soon. I’ve got some new jokes to share with you. Sincerely, Ed Avis Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder. Please let me know if you need any other information. Let’s get together for lunch soon. I’ve got some new jokes to share with you. Sincerely, Ed Avis Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder. Please let me know if you need any other information. Let’s get together for lunch soon. I’ve got some new jokes to share with you. Sincerely, Ed Avis Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder. Please let me know if you need any other information. Let’s get together for lunch soon. I’ve got some new jokes to share with you. Sincerely, Ed Avis Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder. Please let me know if you need any other information. Let’s get together for lunch soon. I’ve got some new jokes to share with you. Sincerely, Ed Avis

  10. Standard Memo Format • Start guide word 5cm from the top and margins set at 3 cm • Single space within paragraphs • Double space between paragraphs • Use of right indents • Capitalize guide words

  11. SMART TIPS • Compose offline • Get the address right • Ask most important question first, followed by an explanation • Provide asterisks to provide “high skim value” • Resist humour and tongue-to-cheek comments • Never send “spam” • Consider identifying labels • Use capital letters for titles for emphasis ONLY. • Don’t forward without permission • Reduce attachments • Consider cultural differences

More Related