Writing Plan for Routine E-Mails and Memos • Subject line. Summarize content. • Opening. State the main idea. • Body. Provide background information and explain the main idea. • Closing. Request action, summarize message, or present closing though.
Writing the subject line • Subject line should summarize the central idea and provide identification • Written in abbreviated style without articles • Doesn’t not need to be a complete sentence • Doesn’t end with the period • Good subject lines are specific, eye catching and talking (contain a verb form)
Opening with the main idea • Reveal the main idea immediately Please review the following fours changes in our benefits package and let us know your preference by June 7.
Explaining clearly in the Body • Arrange questions in logical order • Group similar information together • Use a separate paragraph for each topic • Use bulleted lists, headings, and tables
Most memos and e-mails can be divided into four groups • Those that inform • Those that request • Those that respond • Those that persuade The first three groups use the direct strategy. The fourth group uses the indirect strategy.
Emails and memos serve as vital channels of information within business offices. They use a standardized format for request and deliver information. E-mail messages are increasingly a preferred channel choice.