Topic 8 Memos, E-Mails, And Faxes

7/28/2019 Topic 8 Memos, E-Mails, And Faxes

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Memos, E-

mails, andFaxes


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Memorandum

written form of businesscommunication

for internal circulation

less formalcommunicate, explain, announce,

requests, confirm results, offer advice

format may vary


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Advantages:

message communicated

accurately

less time to write informal

convey detailed information

internal type of companyscommunication


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Headings : To, From, Date, Subject

Body : short paragraph, left margin

Reference initials (optional)Attachment notation

Part of a Memo


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a list comprising the names of people

to whom the memo will be sent

names are listed at the bottom of the

memo in alphabetical or rank order

and indented to the first tab

Distribution List


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Types of memo

1. Directive memo2. Response memo

3. Trip report memo

4. Field report memo

5. Transmittal Memo

6.Announcement Memo7. Instruction Memo

8.Authorisation Memo


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Directive memo

states a policy or procedure that you want

your co-workers to follow

The body of the memo starts with a clear,

concise sentence that states the purposeof the memo

This is to inform all members of OUM sportsclub that we will be organizing an

English Camp for the members children

.


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Response memo

responds to a request for information. it comprises four parts:

the purpose statement, the summary, discussion

action


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Trip Report memo

Is usually sent after a staff returnsfrom a business trip.

It follows the same format as theresponse memo.

The action section includes relevantinformation after returning from the trip

or any recommendations


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Field Report memo

Highlights a problem and reports on theprocedures taken to resolve the problem

It has the sub-sections:-

purposesummary

problem

methods

results

conclusions

recommendations


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Transmittal Memo

the first document in a reportpackage

functions: announcing the release of a report summarises conclusions and

recommendations

credits the project team for their work,

notes special points of interest


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Announcementmemo

issues an announcement to allstaff members at the same time


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Instruction Memo

gives instructions that need to becomplied with by the staff.


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Authorisation Memo

gives the green light for an actionto be taken


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Subject-verb agreement

the verb must agree to the nearest noun(s)

when two or three subjects are connected

however, every, each, one, everyone,anyone, somebody, anybody, takes on

singular verb

e.g Either the Heads of Department orthe

Section Leaderhas to attend the

meeting.


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each

one

every

anyoneeveryone

someoneanybody

someone

singular verb e.g. is, was,has, does, takes, walks}


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Emails electronic mails

enables an individual to create a message within amail application and send it to the electronicmailbox of another individual

sent via intranet (lan) and via the world wide web(www).

mail applications offer a number of options :spell check

stored

forwarded

copied

delivery confirmed

files attached


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Emails

netiquette- etiquette on the net

- maintains and promotes goodwillbetween writer and receiver

- courteous and confident


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Net address

- has a specific purpose appropriate to thewriter and the reader

- must be accurately written

- contains the users ID at a site or domain- domain identifies the organisation running the

site and the kind of site.e,.g. Com - Commercial business

org - Non-profit organisationsedu - Educational institutions

gov - Government organisations

net - Companies or organisations that run largenetworks


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Addressing E-mails

select from address booksupply a subject line.e-mails generally take the format of a

standard memo.an e-mail or Internet address consists of

specific parts:name@machine name.organisation.type of

organisation.country


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Layout of Memo

Recipients name Senders name

Subject

date

Body

Email address

Other options to contact sender


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Email abbreviations

AFAIK = As far as I Know

HTH = Hope This Helps

Btw = By The Way

Fwiw= for what its worth

Imo = in my opinion


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Faxes

well-established and widely used

speed, convenience, flexibility and

cheap

format of faxes depend on the

companys preferences


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Layout of Faxes

cover sheet: the first page of a fax

showing who it is from

cover sheet: the first page of a faxshowing who it is from

intended recipient: the person who should

receive the fax

advise the sender: tell the person who

sent it.

Documents

Topic 8 Memos, E-Mails, And Faxes