1. Tiffiany Rios

2.  Communicating in the workplace can be confusing if you are not given guidelines.

3.  Some internal emails and memos can be more friendly and conversational than outgoing documents.  If the email / memo has a serious consequence for you, the reader, the public, or the company, formal is best.

4. ConditionEmailMemo 1. Sent to a large group? X 2. Requires rapid response? X 3. Geographically distant recipients? X 4. Will message need revision? X 5. Will part of the message be printed and distributed? X 6. Message longer than one computer screen? X 7. Requires careful formatting? X 8. Requires detailed graphics and visuals? X 9. Contains highly important info? X 10. Contains somewhat sensitive information? X

5. If the situation meets criteria in both categories, you can send the message as a memo attached to an email message.

6.  Subject Line  Recipient  Message Content  Signature  Attachments

7.  Subject Line  Concise and Specific  Only use CAPS if message is urgent  Content  Brevity  State Your Reason for Writing in the first few sentences.  No Longer than One Screen  Use Block Formatting

8.  Identifying Information  To  From  Subject  Date

9.  Main Point / Thesis at The Beginning  Introductory Paragraph (Background/Context/ Overview)  One Central Idea per Body Paragraph  Concluding Paragraph That Restates the Message

10.  Directive  Progress  Status  Trip Reports / Field Reports  Response  Lab Reports  Meeting Minutes

11.  Email and Memos are NOT private or confidential! CAUTION NO PRIVACY AHEAD