Title: Introduction
Course: ENG 120 Technical Composition I > Section: ENG 120 Technical Composition I

Introduction

Writing Memos and E-Mails

Writing Memos and E-Mails

Employees of most companies write many e-mails daily. Memos are also frequently written on the job.

Like letters, e-mails and memos follow a standard format. You are probably familiar with this format from the e-mails you receive now. Lannon illustrates these formats.

The Subject line is particularly important in e-mails and memos. It should be clear, specific, and get attention. It will determine if the recipient reads your correspondence.

A memo is used primarily within your organization; that is, you don’t send memos to customers. They are ususlly placed in an employee’s mailbox or sent through interoffice envelopes.

Email is also used for informal correspondence, like memos, However, e-mail is used within and outside of your organization. The advantages of e-mail are the speed with which they can be sent anywhere, its ability to be saved without cluttering someone’s desk, and its turnaround time.

Remember that there is no privacy on the Internet. Management may legally intercept your e-mail messages. Moreover, sloppy and unedited e-mails are embarrassing and unprofessional. You should give as much care to an e-mail as you would a letter or memo.

E-mail etiquette has become standard over the years. When you are sending professional e-mails, follow these guidelines:

- Don’t create or forward chain e-mail
- Don’t use all capital letters, which are considered to be screaming.
- Don’t send the same message to many recipients hoping to find a few interested people. This is called “spam.”
- Don’t forward private e-mail without the originator’s permission.
- Be careful about sending copies.
- Avoid the use of slang and emoticons.

For additional web resources click on the following url

http://writing.colostate.edu/guides/documents/business_writing/business_memos