1. Chapter 5 E-Mail and Memorandums

4. Analyzing the Structure of E-Mail Messages and Memos  Subject Line  Opening  Body  Closing

7. Paragraph Headings Bulleted Items Within Sentences Headings Instructions Parallelism Techniques To Improve Message Readability

8. Parallelism Try this Workers were nervous, stressed, and preoccupied. Workers were nervous, stressed, and full of preoccupation. Instead of this

10. Headings Try this Date City Speaker April 3 Toledo Troy Lee May 20 Detroit Erin Win On April 3 we will be in Toledo, and the speaker is Troy Lee. On May 20 we will be in Detroit, and the speaker is Erin Win. Instead of this

11. Within Sentences Try this Our team constantly tries to (a) achieve our goals, (b) improve customer service, and (c) hit our production targets. Our team constantly tries to achieve our goals, customer service must be improved, and our production targets must be hit. Instead of this

13. Paragraph Headings Try this Vacations . A new vacation schedule will be available on May 1. Flextime . To assist employees, we will begin a flex schedule in the fall. The next topic is vacations. A new vacation schedule will be available on May 1. To assist employees, we will begin a flex schedule in the fall. Instead of this

15. Improve the readability of the following instructions that will become part of a student employment booklet. In preparing for an employment interview, you should begin by studying the job description. Itemizing your most strategic skills and qualifications is also important. Giving responses in a mock interview is another good practice technique. Last, you should be prepared to ask relevant questions.

20. Formatting E-Mail Messages Guide Words To: Consider keying receiver’s full name; use angle brackets for e-mail address Ann Jones<hjones@peach.com> From: Entered automatically Date: Entered automatically Subject: Include meaningful topic summary.

23. Pre-printed organization memo stationery Unlike letters, memos do not have a signature block at the bottom. Instead sign your initials at the end of the FROM line. 1-inch top margin Double-space Single-space paragraphs with blank line between paragraphs

24. Format everything the same as half-page memo--except for the top margin. 2-inch top margin instead of 1 inch

25. Double-space; align all words after colon following “SUBJECT.”

26. Single-space; leave blank line between paragraphs.

27. Sign your initials at the end of the FROM line.

35. Replies Requests Information and Procedures Writing Plans for E-Mail Messages and Memos

37. Writing Plan for Information and Procedure E-Mail Messages and Memos Body Provide background data and explain the main idea. In describing a procedure or giving instructions, use command language (do this, don't do that). Closing Request action, summarize the message, or present a closing thought.

40. Writing Plan for Requests Subject line Summarize the request and note the action desired. Opening Begin with the request or a brief statement introducing it.

41. Writing Plan for Requests Body Provide background, justification, and details. If asking questions, list them in parallel form. Closing Request action by a specific date. If possible, provide a reason. Express appreciation, if appropriate.

44. Writing Plan for Replies Subject line Summarize the main information from your reply. Opening Start directly by responding to the request with a summary statement.

45. Writing Plan for Replies Body Provide additional information and details in a readable format. Closing Add a concluding remark, summary, offer of further assistance, or request for further action.