Please enable JavaScript.
Coggle requires JavaScript to display documents.
Electronic Messages and Memorandums - Coggle Diagram
Electronic Messages and Memorandums
Applying the Writing Process
Phase 1
Analysis
Anticipation
Adaptation
Phase 2
Research
Organization
Composition
Phase 3
Revision
Proofreading
Evaluation
How Organizations Exchange Written Messages
Paper-based messages
Business letters
Interoffice memos
Electronic messages
E-mail
Instant messaging
Text messaging
Podcasts
Blogs
Wikis
Components of E-Mail and Memos
Subject Line
Summarize message clearly and concisely.
Avoid meaningless one-word headings, such as "Help" or "Urgent."
Opening
Frontload main idea immediately.
Avoid reviewing background.
Body
Organize information and explanations logically.
Cover just one topic.
Use numbered and bulleted lists.
Consider adding headings for visual impact.
Closing
End with action information, dates, and deadlines.
Summarize the message.
Provide a closing thought.
Avoid overused expressions.
Formatting E-Mail Messages
Guide Words
Consider keying receiver’s full name with angle brackets.
Salutation options
No salutation
Include name in first line
Body
Cover just one topic.
Use uppercase and lowercase letters.
Use short line length if message might before warded
Closing
Consider a complimentary closing such as Best or Cheers.
Include your name and full contact identification–especially for messages to outsiders.
Formatting Hard-Copy Memos
Guide Words
Double-space DATE, TO, FROM, SUBJECT.
Align all words after the colon following “Subject."
Top and Bottom Margins
On plain paper set 1-inch top and bottom margins.
If desired, type the company name 1 inch from the top.
A double-space below the company name, type heading “Memo” or “Memorandum.”
Side Margins and Spacing
Set left and right margins of 1.25 inches.
Single-space the body.
Writing Plan for Replies
Subject line
Summarize the main information from your reply.
Opening
Start directly by responding to the request with a summary statement.
Body
Provide additional information and details in a readable format.
Closing
Add a concluding remark, summary, offer of further assistance, or request for further action.
Writing Plan for Requests
Subject line
Summarize the request and note the action desired
Opening
Begin with the request or a brief statement introducing it.
Body
Provide background, justification, and details. If asking questions, list them in parallel form.
Closing
Request action by a specific date.
If possible, provide a reason.
Express appreciation, if appropriate.
Writing Plan for Information and Procedure E-Mail Messages and Memos
Subject line
Summarize the message content.
Opening
Expand the subject line by stating the main idea concisely in a full sentence.
Body
Provide background data and explain the main idea. In describing a procedure or giving instructions, use command language (do this, don't do that).
Closing
Request action, summarize the message, or present a closing thought.
Best Practices for Using Instant Messaging Professionally
Learn about your organization’s IM policies. Are you allowed to use IM?
Make yourself unavailable when you need to complete a project or meet a deadline.
Organize your contact list to separate business contacts from family and friends.
Don’t send anything confidential or sensitive.
Be aware that instant messages can be saved. Be careful about what you write.
Keep personal messaging to a minimum.
Show patience by not blasting multiple messages to coworkers if a response is not immediate.
Keep your presence status up-to-date.
Beware of jargon, slang, and abbreviations, which may be confusing and unprofessional.
Respect your receivers by using good grammar, proper spelling, and careful proofreading.
Using E-Mail Smartly, Safely, and Professionally
Getting Started
Consider composing off line.
Type the receiver’s address correctly.
Avoid misleading subject lines.
Apply the top-of-the-screen test.
Content, Tone, Correctness
Be concise.
Don’t send anything you wouldn’t want published.
Don’t use e-mail to avoid contact.
Care about correctness and tone.
Resist humor and rage.
Netiquette
Limit any tendency to send blanket copies.
Never send “spam.”
Consider using identifying labels, such as ACTION, FYI, RE, URGENT.
Use capital letters only for emphasis or for publication titles.
Seek permission before forwarding and beware of long threads.
Reading and Replying
Scan all messages before replying.
Print only when necessary.
Acknowledge receipt.
Don’t automatically return the sender’s message.
Revise the subject line if the topic changes.
Provide a clear, complete first sentence.
Never respond when you are angry.
Don’t use company computers for personal matters unless allowed by your organization.
Assume that all e-mail is monitored.
Other Smart Practices
Use design to improve readability of longer messages.
Consider cultural differences.
Double-check before hitting the Send button.