BA324 Exam II - 1 BA324 Exam II Chapter 8 Routine E-Mail...

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1 BA324 Exam II Chapter 8: Routine E-Mail Messages and Memos Characteristics of Successful E-Mail Messages and Memos Headings: Date, To, From, Subject Single topic: generally discuss only one topic; limiting topic helps receiver act on the subject and file appropriately Conversational tone: b/c should be familiar with one another; occasional contractions ok; should still be professional; shouldn’t have anything that you wouldn’t say to their face Conciseness: only what is necessary to convey meaning & be courteous Graphic highlighting: numbered, bulleted lists The Writing Process Analyze and anticipate Do I really need to write? What is my purpose? How will the reader react? Research and compose Check files; collect information. Study relevant documents. Make an outline. Write first draft. Revise, proofread, and evaluate Revise for clarity. Revise for correctness. Plan for feedback. Organization of Memos Subject line: Summarize the main idea. Usually brief w/o articles; do not need period; can be phrase Example: Budget Meeting June 3, 10 a.m. Opening: Start directly; restate and amplify the main idea. Frontloading reveal main idea immediately Indirect (ineffective) opening: This is to inform you that we must complete the annual operating budgets shortly. Over the past two months many supervisors have met to discuss their departmental needs. Direct (effective) opening: All supervisors and coordinators will meet June 3 at 10 a.m. to work out the annual operating budgets for their departments. Body: provides more info about reason for writing Explain and discuss the topic. Use graphic highlighting to facilitate reading, comprehension, and retention. Consider columns, headings, enumerations, bulleted lists, and so forth. Closing: where readers look for deadlines & action language Request action, including an end date. Summarize the message provide a closing thought. Formatting Hard-Copy Memos Leave side margins of about 1¼ inches. Line up all heading words with those following Subject. Indent lines following bulleted or enumerated lines. Use ragged line endings, not justified. Don’t include complimentary close or signature. Formatting E-Mail Messages Enclose the receiver’s address in angle brackets. Include a salutation (such as Dear Dawn, Hi Dawn, or Greetings), or weave the receiver’s name into the first sentence. Use word-wrap rather than pressing Enter at line endings. Single-space within paragraphs and double-space between paragraphs.
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2 Write in complete sentences, and use upper and lowercase letters. Include a signature block, especially for messages to outsiders.
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