BUSINESS COMMUNICATION SECOND CANADIAN EDITION Copyright by John Wiley and Sons, 2006 BUSINESS COMMUNICATION SECOND CANADIAN EDITION Part II: Letters, memos, email, and other brief messages Chapter Five: Writing memos and email Original Slides by Gates Stoner Pima Community College Adapted by Alan T. Orr

Objectives of this Chapter Copyright by John Wiley and Sons, 2006 Objectives of this Chapter Appreciate the importance of memos in business communication Examine common types of business memos Benefit from the advantages of using email Be aware of when email is not effective Learn how to write successful emails

Copyright by John Wiley and Sons, 2006 Effective Messages Every word you write helps create your business identity Spelling and grammar errors reduce your credibility with readers Rushed memos and emails are ineffective

Copyright by John Wiley and Sons, 2006 Effective Messages Good memos and emails share common characteristics Clear / Free of ambiguity Appropriate length Written for your audience Business voice Constructive language

Copyright by John Wiley and Sons, 2006 Language Choices Negative Positive You failed to notice You neglected to mention You overlooked the fact If you persist in I see no alternative but May I point out that We can also consider One additional fact is If you choose to Our clear plan of action

Copyright by John Wiley and Sons, 2006 Four Common Errors Ambiguity created by being too brief Too casual Long-winded Hinting at information instead of stating it

Copyright by John Wiley and Sons, 2006 Common Types of Memos Policy Notice of Change Update Inquiry

Copyright by John Wiley and Sons, 2006 Memo Formats Common elements Letterhead To From Date Subject Body Valley Pines PR Memo To: All Account Representatives From: Stanley Morgan, President Date: December 6, 2018 Subject: New Clients Donec dolor mi, lobortis malesuada, fermentum id, cursus a, ligula. Nulla eleifend, ligula et dapibus adipiscing, est diam pellentesque massa.

Copyright by John Wiley and Sons, 2006 To Email or Not to Email Email is effective for sending and receiving news and information when live interaction isn’t needed or wanted. Interoffice memos Requests Inquiries Keeping in touch Routine business transactions Status reports and news Recaps of agreements and discussions Invitations to share ideas Simple feedback on others’ work

Inappropriate Uses of Email Copyright by John Wiley and Sons, 2006 Inappropriate Uses of Email Feedback on performance Sensitive issues Soliciting support for important issues Resolving conflicts Beware of the possibility of flame wars and hostile communication

Copyright by John Wiley and Sons, 2006 E-Etiquette Avoid unnecessary and large attachments Include the message to which you are replying Use “Reply All” and “Carbon Copy” (cc) very rarely Be careful of jokes and ridicule

Copyright by John Wiley and Sons, 2006 Email Tips Be clear and concise Use a business voice Remember your audience Proofread Think twice before hitting “Send”

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