Routine Messages & Memos

1. Guffrey’s 3-x-3 Writing Process 2. Structure of Messages and Memos 3. Effective Practices 4. Writing Informative s and Memos 5. Request and Reply s and Memos 6. Writing Confirmation s and Memos

1. Guffrey’s 3-x-3 Writing Process 1. 1 Prewriting  Choose the best mode of communication.  Determine your purpose in writing.  Consider the readers reaction.  Save the reader’s time.

1. 2 Research, Organize and Compose 1. 2 Research, Organize and Compose  Gather the relevant files and documentation needed to prepare your message.  Outline the important points.  Group related information into short paragraphs. Avoid huge blocks of text.

1. 3 Finishing Touches  Revise for clarity.  Consider the readers perspective.  Proofread your message.  Feedback will indicate message success.  Ask the reader questions.

2.Structure of Messages and Memos  Subject Line: Write a meaningful subject.  Opening Statement: Get to the point. Amplify and restate your subject Amplify and restate your subject  Body: Provide background information. Use visual aids to enhance readability. Use visual aids to enhance readability.

 Closing : End decisively to prevent a feeling of abruptness by ending with one of the following: Action information, dates, or deadlines. Action information, dates, or deadlines. A brief summary. A brief summary. A closing thought. A closing thought.

3.Effective Practices  Compose offline using a word processer.  Care about content, tone and correctness.  s create permanent records.  Don’t use s to avoid contact.  Follow netiquette rules for polite interactions.

4.Writing Informative and Memos  Give instructions or procedures.  Distribute standard information.  Transmit your ideas clearly.  No further elaboration will be required.

4. 1 Tips When Writing Informative Messages  Seek participation by using a cooperative tone; be polite and courteous.  Be mindful of clarity and readability.  When possible break instructions up into numbered chronological steps.

5. Request and Reply s and Memos  Used to provide information.  To seek information from others.  Writing effective requests and responses: Saves time Saves time Makes you valuable in a team. Makes you valuable in a team.

5. 1 Tips for Requesting and Replying  Open with most important point first.  Provide elaborative details in the body.  Close with either: A summary of the important points A summary of the important points Look forward to upcoming actions / deadlines Look forward to upcoming actions / deadlines

6.Writing Confirmation s & Memos  Purpose: Record oral decisions, directions and discussions.  Primary Functions: To establish a permanent written record. To establish a permanent written record. Avoid misunderstandings. Avoid misunderstandings.

6. 1 Tips When Writing Confirmation Messages  Used only for significant happenings.  Be sure to include: Names and titles of people involved. Names and titles of people involved. Major issues and points discussed. Major issues and points discussed. A request for approval. A request for approval.

References Guffey, M. E., Rogin, P., & Rhodes, K. (2006). Business Communication : Process and Product. Upper Saddle River: Nelson Education Limited.