Memo and Email Writing
The Memo means“to be remembered,”and though memos often serve as reminders,they may also introduce a resource or call attention to an event,a policy, or an issue.The memo may seem like a thing of the past,long ago supplanted by the email message.However,its general format can be applied to electronic communications,and the hard-copy memo still has its place in businesses and other organizations.Memo and e-mail writing techniques are introduced in this chapter.
3.1 Memo Writing
Memo letters are used to communicate with a large number of employees in a particular firm or business association.Writers can write and send memo letters to other employees to convey some important message.Writers should follow the official guidelines while writing the letter.As memo letters are similar to business letters that should possess an official tone,it should not sound casual and there should be no use of informal or colloquial text.
Memo writing skills and techniques
Memos are useful for informing or reminding multiple people about something. The only reason to circulate a printed memo rather than email the intended recipients,however,is to minimize the risk that sensitive information will be distributed outside that limited audience.
The writer should use appropriate words while writing the letter.As it is written for a large number of people,it should be able to convey the thoughts of the writer clearly.The very purpose of writing a memo letter is to convey an official message to the employees and workers in the company.Therefore it should be crisp and to the point.The writer should not write about any irrelevant topic in the memo letter.The letter should be straight forward and to the point.Besides,the following recommendations are also useful for writing a memo.
Firstly,addressing the letter to the people who should be concerned is essential. Select the recipients carefully to avoid introducing inefficiency by being too inclusive or inviting resentment by deliberately or inadvertently excluding certain parties.
Secondly,keeping in mind,too,the nature of the memo and the culture of the business or organization when determining the degree of formality with which you refer to people or how you write the memo in general.Greetings can be omitted so as to make the letter crisp and straightforward.
Thirdly,format a memo with single line spaces,justified to the left margin,and use line spaces rather than indented first lines of paragraphs to distinguish small blocks of text.Use clear,concise,direct language,and employ headings and bullet or numbered lists to outline the main points.
Fourthly,headings should be specific（“Ethics Policy Recommendations,”rather than simply“Recommendations,”for example).The first section,the header,should include four components:a“to”field with recipients'names and job titles,a“from”field with the sender's name and job title,the full date,and a short but specific subject line.
Fifthly,introducing the topic in the first paragraph by providing the memo's purpose,the context of the topic or the importance to the recipients,and the expected outcome（the recipients should read the document and perhaps be prepared to discuss it at an upcoming meeting).
Sixthly,in the sentences that follow,expand on the context and the task,then elaborate on any points before summarizing the topic and closing with a comment about any follow-up action required or requested（such as asking for recommendations or other responses,or a reference to a scheduled meeting or other event).
Finally,remembering,too,that memos（like any other form of writing)should clearly convey the writer's purpose and associate that purpose with the interests and/or needs of the recipient（s).Besides,a conclusion paragraph is a must that provides with recommendations and suggestions.
Below is a sample Memo letter which writers can refer to while writing a memo letter.
Sample Memo Letter
All Staff of MXM Technology
222 East E Street.Mid Howard Sector
Manhattan,New York（2344 234)
Contact details:2384 4834/2832 39829
Date:Feb 20，2013
Julian Davidson
Human Resource Manager
MXM Technology
222 East E Street,Mid Howard Sector
Manhattan,New York（2344 234)
Subject:selection of Mark Collins as project manager.
On seeing the complexity of the situation of the Miami Team in client service department we have made a crucial decision to make Mark Collins as project manager for the team.This change will be implemented from next week.The present team that Mark Collins is handling will be looked after by Lena Garner.
This is a temporary adjustment and once things are on track,changes will be made as per requirement.Till then Mark Collins will be looking after the Miami sector.If anyone has any issue please feel free to discuss.
Thanking you，
Julian Davidson
（Signature)
It is hopefully that the above memo format will help writers in writing a good Memo letters that will help in proper official communication.
Office memo templates
In business writing,office memo template is an effective source of drafting a quick memorandum to be used for various official purposes.A memo can be a reminder,a quick note or a letter used for reminding about official activities.
An office memo template can be of two types,an open memo template or a closed memo template.The open memo is used when the intended message is for all or a group of individuals.Closed memos are written to selected or specifically intended individuals.The office memo template samples given below are designed for two basic types,namely open office memo template and closed office memo template.
Office Memo Template 1（Open Memo:Addressed to all)
Kent K.Twiggs
General Manager
Kent Hydraulics Pvt Ltd
3759 Lakewood Drive
Rochelle Park
New Jersey-07662
United States
Tel:（201)851 4668
Email:kent.twiggs@kenthydraulics.com
Date
November 21st，2013
（Recipient's address)（if written to internal member,the address need not be complete)
All
Kent Hydraulics Pvt Ltd
New Jersey-07662
United States
Sub:Annual General Meeting
Dear All，
（Introduction)（Giving brief details of the subject matter of the letter)
We at Kent Hydraulics Pvt.Ltd.,in our endeavor to provide the best work culture and environment to our employees,have decided to conduct an“All Employee Annual General Meeting”from this year onwards.It is in this regard that I would like to ask everyone to attend the meeting,and provide their valuable feedback for the meeting to be successful.For details of the meeting,please check individual department“Notice-Boards”,or ask the concerned HODs （Head of Departments).
（Main Body)（Explaining the Memo purpose)
The management had come to this conclusion after prolonged discussions and repeated requests from the select group of employees who wanted to be part of the employee benefit committee.As it was not viable to form another committee,as we already have an employee welfare committee in place,and there would have been a conflict of interests,we have decided to conduct an Annual General meeting once every year,wherein every interested person who would like to bring some change can come in,and give their valuable suggestion.
（Conclusion)
I would urge every one of you to come and make a difference in our organization,to make it the best.Looking forward to your valuable suggestions and let us make this meet a success.
Thanking one and all.
（Closing message)
Truly，
（Signature)
（Sender's initials)
Kent K.Twiggs
General Manager
Kent Hydraulics Pvt Ltd
Office Memo Template 2（Closed Memo:Addressed to specific individual)
（Sender's Name and Complete address)
Julian C.Sutton
HR Manager
Transverse Electronics Pvt Ltd
1979 Mount Street
Hemlock
Michigan-48626
United States
Tel:（989)642 8525
Email:julian.sutton@transverseelectronics.com
（Date)
November 21，2013
（Recipient's address)（if written to internal member,the address need not be complete)
James K.Brooks
Marketing Director
Transverse Electronics Pvt Ltd.
（Subject)
Re:Reminder for Training sessions for new employees
（Salutation)（Recipient's second name,sir/madam)
Dear Mr.Brooks，
（Introduction)（Giving brief details of the subject matter of the letter)
As per your request vide letter dated 9th November,2011 and our subsequent conversation；I would like to remind you about the scheduled training sessions for the new employees who have joined your department this month（November 2011).
（Main Body)（Explaining the Memo purpose)
As per the request,we are pleased to inform you that the training session on“Sales Techniques”has been approved,and necessary arrangements have been made.The session would be organized for 2 hours for 5 days,starting from 22nd November,2011.It is thereby requested that the list of candidates for the session may be sent at the earliest and necessary changes be made in the duty roster so that candidates are available for the session.
（Conclusion)
It is advised that pre-training information may be provided to the selected candidates for effective utilization of training sessions by them.
Thanking you for your suggestions and support.
（Closing message)
Regards，
（Signature)
（Sender's initials)
Julian C.Sutton
HR Manager
Transverse Electronics Pvt Ltd
Cc:
Training Manager
General Manger
The office memo template samples given above can be referred to for drafting a quick and impressive memo,which illustrates highest professional levels and conveys the desired message with complete efficiency.
3.2 Email Writing
Nowadays,you probably write emails every day to colleagues,to your boss,or to clients.Even if you're still at college,you should also attach great importance to email writing because many employers now expect résumés and cover letters to be sent by email.So,being able to write a professional,business-like email is a crucial skill.
Email writing skills and techniques
If you want your emails to be effective and impressive for your readers,you need pay attention to not only the email subject line,but also the body of your message.
（1)Paying attention to the email subject
The subject line is the most important part of your email.It's perhaps the source your readers use most to decide whether your message is spam or not.The other is the sender line,your own name and email address.
For important emails,avoid the unprofessional subject line such as“how's it going?”Vague subject lines make email hard to catalog and find later.Today,many emails are spams,so your email subject line needs to authenticate your message as non-spam.Being specific and personal is the best way to do that.Put something in the subject line that a spammer couldn't guess:specific names or keywords that would interest your reader.
（2)Starting with a salutation
Your email should open by addressing the person you're writing to.Businesslike messages should begin with,for example:
Dear Mr.Jones，or Dear Professor Smith，（for someone you don't know well，especially if they're a superior)
Dear Joe，or Dear Mandy，（if you have a working relationship with the person)
It's fine to use“Hi Joe”，“Hello Joe”or just the name followed by a comma（“Joe，”)if you know the person well such as he is your team-mate.
（3)Writing in short paragraphs
Get straight to the point—don't waste time waffling.Split your email into two to four short paragraphs,each one dealing with a single idea.Consider using bulletpoints for extra clarity,perhaps if you are:
Listing several questions for the recipient to answer
Suggesting a number of alternative options
Explaining the steps that you'll be carrying out
Put a double line break,rather than an indent（tab),between paragraphs.
（4)Sticking to one topic
If you need to write to someone about several different issues（for example,if you're giving your boss an update on Project X,asking him for a review meeting to discuss a pay rise,and telling him that you've got a doctor's appointment on Friday),then don't put them all in the same email.It's hard for people to keep track of different email threads and conversations if topics are jumbled up.
（5)Using a sensible email signature
For short internal company emails,you can get away with just putting a double space after your last paragraph then typing your name.If you're writing a more formal email,though,it's essential to close it appropriately.
Use Yours sincerely,（when you know the name of your addressee)and Yours faithfully,（when you've addressed it to“Dear Sir/Madam”)for very formal emails such as job applications.
Use Best regards,or Kind regards,in most other situations.
Even when writing to people you know well,it's polite to sign off with something such as“All the best,”“Take care,”or“Have a nice day,”before typing your name.
Format of emails
Email writing is important and widely used in our daily life,but people often ignore the format of this familiar kind of writing.The following sample is an example to remind writers of the different components of an email.
Sample Email Writing
Dear Sir/Madam，
I've attached my résumé.I would be grateful if you could read it and get back to me at your earliest convenience.I have all the experience you are looking for:
I've worked in a customer-facing environment for three years；
I am competent with MS office；
I enjoy working as part of a team.
Thanks for your time.
Yours faithfully，
Joe Bloggs
Formality of emails
According to some experts,many people who use email daily often feel it fills a gap somewhere between letters and telephone calls.Of course,emails are written, like letters are,but they have the immediacy of a phone conversation,and often a similar degree of informality.
When we write the sentences before we sign off the mail with“warm regards”etc.,we always use some phrasal sentences such as“please look into this matter”or “I would be very appreciate on your help in this matter”,etc.These sentences are called“stock phrases”.If you write a lot of emails,you'll often find yourself facing the same sorts of situations again and again,and you'll often see stock phrases used in business emails to convey a professional,helpful and friendly tone.
In fact,in today's communication in which efficiency is emphasized,it is better to make the sentences direct and heart-felt rather than extremely polite and copiedand-pasted.If you keep using very formal expressions copied from the emails of huge firms,or government offices,they can feel distancing or insincere.For example,we may have various types of email situations.
If you want to make your image and email friendly,helpful and accessible,you can use everyday language.The following examples can be considered.
When you are initiating email contact with someone new,you can utilize very formal style like“Might I take a moment of your time…?”（to begin the email)or “Many thanks again for your time.”（to end the email)
Sometimes,a more informal style may be used as follows:
“I'm just emailing to ask…”（to begin the email)or“Drop me an email,or give me a ring,if you want any more information.”（to end the email)
When you have answered someone's question（s),a very formal style is suitable.For example,“I trust the above resolves your queries.Should you have any further questions,please do not hesitate to contact me.”On the other hand,a more informal style can also be adopted.For example,“I know that's a lot to take in,so let me know if anything I've said doesn't make sense.”
When you are asking the recipient to take some action,a very formal style is suggested.For example,“I would appreciate your help in this matter.”Similarly, under some circumstances,a more informal or friendly style is recommended.For example,“Would you mind checking it out for me?”or“Can you get back to me once you've had a chance to investigate?”
While you need a response（but not necessarily any action taking),a very formal style is quite natural.For example,“I await a response at your earliest convenience.”Meanwhile,a more informal or friendly style is also appropriate.For example,“Look forward to hearing from you.”
In summary,the comparison of very formal expressions and friendly expressions has clearly shown the different emotional effect they may have on readers.Take a clear consideration and make an appropriate choice when writing emails.
Notes
curriculum Vitae（CV) （拉丁语)简历
vacant 空缺岗位
enumerate 列举
prospective employer 未来的雇主
résumé font 简历的字体
generic 通用的；广泛的
subsection 小部分
academic highlights 突出的学术成绩
statistics 数据
solid or trustworthy 可靠的；可信的
relevance 相关性
relegate 归入
positioning 定位
layout 排列；设计
reverse chronological order 倒序
inverted pyramid 倒金字塔式
bullets 项目编号；着重号
spams 垃圾邮件
boldface 黑体
executive assistant 行政助理
application programming experience 应用程序编程经验
project coordination experience 项目协调经验
interposal skills 介入或干预技巧
senior member's activates 高级会员的激活
COO（Chief Operating Officer) 首席运营官
Chambers Hardware Systems 钱伯斯硬件系统公司
Furnished upon request 根据要求提供
standardized templates 标准化模板
scanner 扫描仪
presentation binding equipment and copiers 展示绑定设备和复印机
MS Office 办公软件
Page Maker 电脑设计；排版软件
accounting documentation 会计资料
tailor your résumé for each employer 对每个雇主量身定做不同的简历
career profile 职业生涯简介
crisp and to the point 干净利落的；切题的
memorandum 备忘录
memo template 备忘录模板
deliberately or inadvertently 有意或无意地
email subject line 电子邮件标题
jumbled up 混合
stock phrases 习惯用语