Chapter 6: Memorandums, E-mail, and Routine Messages Flashcards
What is a memorandum (memo)?
A memo is a specially formatted document sent to readers within an organization. It serves many purposes including reminders, instructions, records of actions and decisions, data-gathering tools, and aids to problem-solving.
How is email different from traditional memos?
Email is a messages distributed by a computerized mail service that brings the best of memo style to internal and external communication. It uses the same time-saving format and straightforward approach as memos but eliminates the need for printing.
What are the three key characteristics of a memo?
The key characteristics of a memo are: a single-topic focus, brevity, and a two-part structure consisting of a header and a message (divided into an opening, body, and closing)
What is the header of a memo?
The header of a memo is a block of text appearing at the top of the document, usually consisting of date, recipient, sender, and subject guide words.
How does a memo or email benefit from additional formatting techniques?
Additional formatting techniques such as the use of headings, subheadings, boldfaced elements, italics, bullets, and lists can enhance readability, particularly for longer or more complicated messages
What is the standard structure of a memo?
The standard structure of a memo consists of Date, To, From, and Subject fields, followed by the body of the message. The body itself usually has an opening, main content, and a closing.
How should the “Date” field be filled in a memo?
The “Date” field in a memo should provide the complete and current date. The format can follow company practice, which could be North American (May 1, 2018) or European (1 May 2018) styles.
What information should be included in the “To” field of a memo?
The “To” field of a memo should identify the person(s) to whom the message is addressed. This could include the job title and department of the addressee, courtesy titles, professional titles, or group designations.
What is the purpose of the “From” field in a memo?
The “From” field identifies the author or origin of the message. This could include the author’s job title and department name if necessary.
What is the purpose of the “Subject” field in a memo?
The “Subject” field identifies the topic and/or purpose of the message for reading and filing. It should be specific, brief, and ideally not exceed one line.
What does “CC” stand for in a memo?
“CC” in a memo stands for “carbon copy,” indicating the names of anyone who will receive a copy of the message but is not a direct addressee. In emails, care should be taken to avoid unnecessary copying to prevent clogging receivers’ inboxes and email system
What are the key components in the structure of a memo?
The key components are:
Opening - Contains the most important information, purpose of the memo and/or action required.
Subject line - Indicates the document’s title, topic, purpose, and importance.
Body - Provides detailed information about the subject matter.
Closing - Summarizes the content and indicates next steps, invites feedback, provides contact information, etc.
What is the purpose of a list in a memo or an email?
purpose of a list is to order and emphasize important information, break up solid blocks of text, sequence events and actions, and make concepts easier to understand, remember, and reference
What are the features of an effective list in a memo or an email?
An effective list should have:
A lead-in introducing, explaining, and putting the items that follow in context.
Parallel phrasing for every item.
Semantic and grammatical continuity between the lead-in and items.
Adequate transition to the sentences that follow after the list.
How are lists formatted in memos and emails?
Lists can be formatted in two ways: horizontally (or in-sentence) and vertically (with points preceded by bullets, numbers, or sometimes letters).
Horizontal lists give minimal emphasis but are less intrusive. Vertical lists break up blocks of texts into manageable segments and indicate chronological sequence or importance.
What is “chunking” in the context of list design in memos and emails?
Chunking is the grouping of related items together so they are remembered as a unit. It’s based on the idea that the average person’s short-term memory can store seven pieces of data, plus or minus two, depending on the complexity of the information. It’s used to determine how many items a vertical list can accommodate
Figure: Opening, body and closing
Figure: Paper based memo
When is it preferable to use a hard-copy memo instead of electronic transmission
A hard-copy memo is preferable when legality, confidentiality, or document integrity are primary concerns, or when preserving layout or formatting features that e-mail systems cannot accommodate is necessary.
What are some key guidelines to follow when writing memos?
Key guidelines include:
Fill in appropriate information, including a strong subject line, after headers.
Be brief and follow the style guidelines of your organization.
Be direct and begin with the most important point.
Provide only as much background or evidence as needed.
Itemize supporting details in bulleted or numbered lists.
End courteously with a request for specific action, reason for the request, and deadline
What is the main advantage and disadvantage of email communication?
The main advantage of email is its ease and speed of transmission, along with its versatile capabilities.
However, the same feature can be a disadvantage because it can lead to hastily written, unclear, or unprofessional messages.
What is “netiquette”?
Netiquette is the informal code of conduct governing polite, efficient, and effective use of the Internet.
Define “flaming,” “distribution list,” and “spam” in the context of email communication.
Flaming refers to the act of sending out an angry e-mail message in haste without considering the implications.
A distribution list is a group of e-mail recipients addressed as a single recipient, allowing the sender to email many users without entering their individual addresses.
Spam is an advertising message—electronic junk mail—sent widely and indiscriminately.
What are 11 guidelines for writing an email?
- Keep it brief
- Remember that e-mail is not your only option
- Compose crucial messages offline
- Follow organizational rules for e-mail
- Don’t use company e-mail for personal communication
- aim for a balance of speed and accuracy
- Keep your messages professional
- Understand that e-mail is not guaranteed to be private
- Don’t “write angry”
- Don’t send unnecessary messages
- Protect yourself and your company
