Transcript
Memo Writing (e-mail)
“Email writing is an art. Each one of us has our own style.”
There is nothing RIGHT or WRONG
“What if you get a mail like this?”
“This is what we want to get”
XYZ
For the other person
Your Email = YOU
Thodi Theory Toh Banti Hai • Memorandum is the Latin word for
“something to be remembered”
• Memos are brief in-house correspondence sent up and down the corporate ladder
• They can be on paper or sent through e-mail
Parts of a Memo
• Audience• Subject• Attachment• Salutation• Body• Signature
#1 - Audience
To – CC – BCC Confusion??• To– The people you are directly communicating with
• CC– Just for information. May or may not participate.
• BCC– Better avoided
#2 - Subject
X
Examples
• Attention: (Full Attention, Zero Information)
– URGENT & IMPORTANT!!!
• Information: (Full Information, Zero Attention)
– Item Code 2365436 XYZPO No. 23456 dated 23.10.56 Expected Delivery Sep End
X X 0Some very smart people :P
#3 - Salutation
• Dear Mr. A or Dear Ms. B• Hi, Hi All, Hi Team• Dear Suresh• Dear All, Dear Team• Dear Sir, Dear Dubey ji.• Hi Sir ---- X• Respected Mr. ABC --- (unnecessary)• Respected Sir – (School :P)• Safe Option: Dear Sir, or Dear Madam,
#4 - Body
The Opening Tells the reader why you are writing
The Focus Tells the details about the topic
The Action Tells what you want to happen and gives a time frame
The Closing Thank the reader and mention future communication
• Get to the point• Simple words• Short sentences• Choice of words• Tone• Font, spacing, capital small• Use appropriate headings, bullets,
numbering, pictures
Watch-outs!
Get to the point #1
Dear Personnel Director:
On March 27, I received a phone call from Mr. A from New
Delhi, who said hewas once a data entry clerk in your Mumbai office. He was under the direct supervision of.....
• Example of a hidden main point
Get to the point #2
• The same example rewritten so that the main point is clear.
Dear Personnel Director:
Please verify the employment of Mr. A. He was a data entry clerk in your Mumbai office… ……
#A Good Example
XYZ
The Opening
The ClosingThe Action
The Focus
#5 - Signature
A boring but nice example!
Professional signatures preferably DO NOT include:
Inspirational quotations (why?)
• “A life with love will have some thorns, but a life without love will have no roses.”
• “May the Force be with you.”
#6 - Attachment
Attach files withCLEAR
file names• UH34_sep.pdf• Attendance Report Sep-11• Zip folders
#7 – 20 Sec Rule
Read before you
Send
#8 – Red Line Behaviors :P
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1. No subject line.2. Forgot the attachment! Ooops!3. Wrong salutation – Spellings/ Gender mix up!4. Change the topic without changing the subject.5. Sending before thinking.5. Unnecessary replying to all.6. Omitting the context of a reply.7. Wrong recipients.8. Replying vs. forwarding.9. All Capital Letters :P (you are shouting)10. Writing when you are angry!
#9 – Final Tip!
Pretend you are the reader and ask:
• What is the point?• What action am I supposed to take?
If the answers aren’t immediately obvious, your message may just be ignored!
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