1. How To Write Emails and Memos Steps on how to write efficient emails and memos

2. Prewriting Analysis, Anticipation and Adaptation State your subject and purpose. Is sending an email necessary? (could it be replaced by a phone call?) Select your audience. (age category, work environment...)

3. Writing the Email Write a draft and notes. Review your purpose Keep in mind that your email should not be time consuming Aim for a positive reaction from your reader Gather all useful files and documentations 1 -Research Make notes of recent events that occurred If replying, copy/paste only important parts of the email that need answering to 2 -Organization

4. Writing the Email Summarize your main idea in the Subject Line 3- Composing Avoid empty or dangerous words Subject: Attendance confirmation on the meeting of the 25 th of October

5. Supply direct information Writing the Email Salute! HELLO - GREETINGS – DEAR SIR 3- Composing OPENING State your purpose of writing Highlight questions Please answer the following question...

6. Do NOT send anything you don’t want published Writing the Email BODY Divide into small paragraphs Keeps sentences short Use bullets and numerations 3- Composing

7. Avoid overused endings: Writing the Email 3- Composing CLOSING Specify what you want to be done, what actions are to be taken Summarize your thoughts and the content

8. our bid for your project hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it. hey, what were senator Gs 3 hardest years? second grade! LOL ed franksmith@printers.com hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it. hey, what were senator Gs 3 hardest years? second grade! LOL ed CAPITALIZE! hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it. hey, what were senator Gs 3 hardest years? second grade! LOL ed Is it too much to ask to spell out “you” and “to”? hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it. hey, what were senator Gs 3 hardest years? second grade! LOL ed Inappropriate joke and misuse of chat abbreviation hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it. hey, what were senator Gs 3 hardest years? second grade! LOL ed FULL NAME, please! hi frank - did u get our price for printing that new cookbook... hope smith didnt beat us to 2 it. hey, what were senator Gs 3 hardest years? second grade! LOL ed

9. Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder. Please let me know if you need any other information. Let’s get together for lunch soon. I’ve got some new jokes to share with you. Sincerely, Ed Avis Follow up on cookbook project franksmith@printers.com Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder. Please let me know if you need any other information. Let’s get together for lunch soon. I’ve got some new jokes to share with you. Sincerely, Ed Avis Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder. Please let me know if you need any other information. Let’s get together for lunch soon. I’ve got some new jokes to share with you. Sincerely, Ed Avis Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder. Please let me know if you need any other information. Let’s get together for lunch soon. I’ve got some new jokes to share with you. Sincerely, Ed Avis Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder. Please let me know if you need any other information. Let’s get together for lunch soon. I’ve got some new jokes to share with you. Sincerely, Ed Avis Dear Frank: I wanted to confirm that you’ve received our bid for the cookbook project. I hope that we turn out to be the low bidder. Please let me know if you need any other information. Let’s get together for lunch soon. I’ve got some new jokes to share with you. Sincerely, Ed Avis

10.  Start guide word 5cm from the top and margins set at 3 cm  Single space within paragraphs  Double space between paragraphs  Use of right indents  Capitalize guide words Standard Memo Format

11. Compose offline Get the address right Ask most important question first, followed by an explanation Provide asterisks to provide “high skim value” Resist humour and tongue-to-cheek comments Never send “spam” Consider identifying labels Use capital letters for titles for emphasis ONLY. Don’t forward without permission Reduce attachments Consider cultural differences SMART TIPS