Communications
Memo Writing What is a memo? Memo is short for memorandum. A memo or memorandum is a type of communication commonly used in businesses. Memo's are sent to colleagues and co-workers. They differ from letters as they are less formal and do not require a salutation or a closure statement.
What is a memo? When would you send a memo? A memo is used as a written reminder It can convey a short proposal or some basic information. How long is a memo? A memo is generally short consisting of between one and four sentences. A longer memo might consist of several paragraphs but should never exceed one page in length.
Memo Writing What details need to be on a memo? Who it’s from. Who it concerns, is addressed to, or directed at. Date Circulation/carbon copies (cc) Subject
Memo Date: To: Cc: From: Subject: Text
Memo Date: 15th March 2010 To: Nat. Dip. 1B Cc: P Memo Date: 15th March 2010 To: Nat. Dip. 1B Cc: P. Lewis (Course Tutor) From: P. Mulder Subject: Module deadline Hi class, just to remind you that your Business Systems assignment is due to be completed and handed in by 22nd March. If you need any help, please come and see me. Thanks. Paul M.
Conclusion What were the bad points of your/others memos? What were the good points of your/others memos? What details need to be on a memo? Who it’s from. Who it concerns, is addressed to, or directed at. Date Circulation copies (cc)
E-mails State some examples of why it is important to be able to write well presented, professional e-mails. Job applications Communicating with customers Communicating with suppliers Staying in touch with family and friends
How much should I write in an email? E-mail is meant for quick, simple communication. As a general guide that means roughly 4 or 5 paragraphs at most. Do you need to write the date? Can an e-mail be too long? Can an e-mail be too short? What are the advantages of e-mail? What are the disadvantages of e-mail?
Do spelling and grammar matter? Poor spelling and grammar show a lack of attention to detail It sends the wrong message about yourself and how you do business. Most email programs today have built-in spell checkers so there is no excuse! You wouldn't send a letter that was poorly punctuated and uses no capital letters - why not make sure your email messages look professional too?
What do cc: and bcc: mean? There is a certain etiquette with email, especially in the use of the carbon copy (cc:) and blind carbon copy (bcc:) fields. When would you add someone as a 'cc:'? It is courteous to add addresses to the 'cc:' field if those people need to know about the subject but are not required to act on the contents. When would you add someone as a 'bcc:' ? The 'bcc:' field is useful where discretion is required. People in this field are concealed from other recipients in the 'To', 'cc:' and 'bcc:' fields. They can themselves see others in the 'To' and 'cc:' fields but not the 'bcc:' fields.
One more very important thing: What is it? Fill in the subject line. Why?
Production Supervisor Company Structure Steve Managing Director Dave Technical Director Ted Sales Director Frank Engineering Designer You Production Manager Mike Sales Manager Stuart Production Supervisor Shaun Machine Operator
To: Mike Cc: Ted; Dave; Frank Bcc: Stuart Subject: Production changes Mike, It has come to my notice that the reason that the job was scrapped was that you instructed a machine operator to use thicker material than was specified. Further more I would like to inform you that I am unhappy with blaming the delayed delivery on design and production problems which were of your making. I know this as the customer phoned me direct seeking re-assurance that we are able to complete the job to the expected standard. I have reassured the customer that we are able to complete to the required standard and revised delivery, but have not told him the real reason for the delay. To prevent future potential problems, I have instructed all production personnel to take instructions only from those authorised to change specifications, these being myself, Stuart, Frank or a company director. I trust that I can count on your support to action this preventative measure for all future orders. Regards Me – Production Manager
Memo E-mails Purpose? Formality? Length? What is the salutation? What is the closing? E-mails When do we use e-mails? How long should an e-mail be? Is grammer/spelling important? What does bcc mean?