Routine E-mails and Memos

Emails & Memos can be challenging, therefore planning is required prior to any composition.
Make an outline of the points to be covered that will have to be written in this form of Structure:
·        Subject Line  {Summarize Central idea}
·        Opening  {Directly state the purpose of writing}
·        Body {Explain details simply and efficiently}
·        Closing   {Add closing thoughts and/or Request action}
Formatting is crucial for the polishing of the letter since it will make sure that every aspect of the correspondence is precise, this includes adding several ethical & professional maneuvers for the following:
EMAILS:
·        Add your Name and of the recipient next to email addresses                                                          
·        Add Courtesy or Blind Carbon copies
·        Add Salutation clause
·        Use Word-Wrap
·        Include complimentary close
MEMOS:
·        Start guide word 5cm from the top and margins set at 3 cm
·        Single space within paragraphs and double space between paragraphs
·         Use of right indents
·        Capitalize guide words

Email and Memo Requests and Replies follow direct patterns in seeking or providing information.

Requesting is to be seeking answers to questions, usually receiver are not aware of what is being asked until they know what it is that you are asking of them.  Here are some key elements to apply in the process:

·        Ask most important question first, followed by an explanation
·        Provide asterisks to provide “high skim value”
·        In the closing include end date and reason if possible to promote quick response

Replying is used in business correspondence to react or respond to previous messages. Make sure you follow Guffey’s 3-X-3 process which analyzes your purpose and your audience, collecting what information is necessary, and organize your thoughts.

Confirmation E-mail and Memos record oral decisions, directives and discussions. They create a concise, permanent record that could be important in the future. Here are some tips:

·        Include the names and titles of involved individuals
·        Itemize major issues or points concisely
·        Request feedback regarding unclear or inaccurate points

Last but not Least, Ethics are greatly important to follow since they will reflect your abilities to communicate effectively to the outside world which could be the determinant factor in your career; they include but are not limited to: content, tone, and correctness, netiquette and everything else that has been mentioned previously.