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CSU JTC 300 - Emails, Texts, Memos, & Letters

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Common Reasons for Writing Emails, Letters, and MemosReport informationProvide instructionsRequest infoDeliver NewsFavorable/unfavorableUrge action or approvalReplyRequestComplaintShort Internal & External DocumentsConsider AudienceConsider tone- degree of formalityAppropriate salutations and closingsShow respectDevelop relationshipsProvide enough background infoPrivacy Issues with Short MessagesPoor or ill-chosen can go beyond intended destinationEmail is not private communicationEmail messages always have potential to become publicThe Six C’s: Concise, concrete, complete, correct, courteous, and clearQuick Tips for Emails, Memos, and LettersClear subject line and opening sentenceOpening paragraph= most important infoUse formatting to help readersRecognize the organizationRecognize major pointsRead message rapidly (scan-ability)Highlight/bold/ all caps/ underline important informationBullet pointsBe conciseShort sentences and paragraphsSuggested sentence length = 15-20 wordsReaders should grasp meaning first readKeep message to 1 page or screenUse headings if message > 1 page or screenSubject LinesConcise and specificMost important information firstUse all caps ONLY IN TIMES OF URGENCYSignaturesProvide contact info about the senderJob titlePhoneFaxWebpage URLMailing information?Whether you use a signature or not, always include your name at the bottom of each emailAttachmentsUse whenMessage is lengthyFormatting is importantVisuals are important to the messageThe message will be printed and used for some particular purposeRefer to the attachment in the actual emailMake sure attachment format is expected or useableRemember to attach!!!!Choosing Between Email and MemosEmailLarge audience addressedRapid responses neededAudience geographically distantMessage will be revised or modifiedMemosLonger than 1 computer screenMessage requires careful formattingContains detailed visualsContains sensitive or important informationMemo ContentOften skimmed= info should be easy to find, clear, and conciseFirst paragraphs should explain reasons for writingInclude all necessary information your readers will need to make an informed decision or respond appropriatelyMemo Length and FormattingMany memos are limited to one pageSubsequent pages should include recipient, page number, and dateShould have at least 5 lines of text on last pageAvoid short lines or single words on last pageMemo design featuresVisuals graphs and tables can be included to highlight and organize informationBecome increasingly important as length of document growsAppropriate Tone in Email Letters and MemosAvoid:Phrases that suggest the readers are careless stupid or dishonestWording that sounds insincere, arrogant, caustic, or sarcasticAdoptA conversational styleWording that is respectful of the readers and sensitive to their emotionsJTC 300 1nd Edition Lecture 6 Outline of Last Lecture I. Writing Exercises on Correcting GrammarOutline of Current Lecture II. Emails, E-Messaging, Texts, and MemosA. Common Reasons for Writing Emails, Letters, and MemosB. Quick Tips for Emails, Memos, and LettersIII. AttachmentsIV. Choosing Between Email and Memosa. Memo ContentV. Appropriate Tone in Email Letters and Memos Current Lecture (Chapter 4)With email, text, and Twitter, does anyone just pick up the phone and call anymore?- Multiple platforms- Written word= dominant form- Best communication source variesTelephone vs. emails, when is phone still the best?- When you need to convey emotion, handling a delicate situationo Emotion almost always gets lost when writing- When you need to move fast to enact action- When you need a specific answer quickly- When the communication is privateo Question to ask yourself: What is being recorded?- When you need to cut through emails to get your audience’s attentionEmails, E-Messaging, Texts, and Memos- Perhaps the most common and widely-distributed forms of communication in workplaces today- Generally transmit smaller “chunks” of information- Frequently internal documents about specific company informationThese notes represent a detailed interpretation of the professor’s lecture. GradeBuddy is best used as a supplement to your own notes, not as a substitute.Common Reasons for Writing Emails, Letters, and Memos - Report information- Provide instructions- Request info- Deliver Newso Favorable/unfavorable - Urge action or approval- Replyo Request o Complaint Short Internal & External Documents- Consider Audience- Consider tone- degree of formality- Appropriate salutations and closingso Show respecto Develop relationships- Provide enough background info Privacy Issues with Short Messages- Poor or ill-chosen can go beyond intended destination- Email is not private communication- Email messages always have potential to become public The Six C’s: Concise, concrete, complete, correct, courteous, and clear Quick Tips for Emails, Memos, and Letters- Clear subject line and opening sentence- Opening paragraph= most important info- Use formatting to help readerso Recognize the organizationo Recognize major pointso Read message rapidly (scan-ability)o Highlight/bold/ all caps/ underline important informationo Bullet points- Be concise- Short sentences and paragraphso Suggested sentence length = 15-20 words- Readers should grasp meaning first read- Keep message to 1 page or screen- Use headings if message > 1 page or screen Subject Lines- Concise and specific- Most important information first- Use all caps ONLY IN TIMES OF URGENCYSignatures- Provide contact info about the sendero Job titleo Phoneo Faxo Webpage URLo Mailing information? Whether you use a signature or not, always include your name at the bottom of each email Attachments- Use wheno Message is lengthyo Formatting is importanto Visuals are important to the messageo The message will be printed and used for some particular purpose- Refer to the attachment in the actual email- Make sure attachment format is expected or useable- Remember to attach!!!! Choosing Between Email and Memos- Emailo Large audience addressedo Rapid responses neededo Audience geographically distanto Message will be revised or modified- Memoso Longer than 1 computer screeno Message requires careful formattingo Contains detailed visualso Contains sensitive or important information Memo Content- Often skimmed= info should be easy to find,


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