Hy Vọng 2

 

E-mail is now a mainstream communication channel, messages should be well organized, carefully composed, and grammatically correct.

 

 

To:          Viet V. Nguyen <viet@yahoo.com>
From:     Robert T. Granville <rmarshall@marshallassociates.com> </rmarshall@marshallassociates.com></viet@yahoo.com>
Subject: Effective E-mail
Cc:
Bcc:
Attached:

Hi, Việt:

If you want to add a friendly feeling to your message, greet your recipient by name. Adding your name in the signature also adds a personal touch. Make it easy for your reader to contact you by including a signature line that includes your name, e-mail address, and phone number if desired.

Proofread carefully for errors in typing, spelling, and formatting. Remember, Việt, that once you send your message, you can’t get it back. Write messages you would be proud to have the world read. It could happen.

Robert

Robert T. Granville
E-mail: rmarshall@marshallassociates.com
Phone: (123) 456-7890

 

To:          Kathy Lewis-Adler <klewis@marshallassociates.com>
From:     Thomas Marshall <tmarshall@marshallassociates.com>
Subject: NEED YOUR REACTIONS TO OUR CASUAL-DRESS POLICY
Cc:
Bcc:
Attached:

Should we revamp our casual-dress policy, Kathy? I’m asking you and other members of our management team to consider the questions below as we decide whether to change our policy at Marshall & Associates.

As you know, we adopted a casual business attire program several years ago. Some employees saw it as an employment benefit. To others it was a disaster because they didn’t know how to dress casually and still look professional. Since we originally adopted the policy, times have changed and the trend seems to be moving back toward more formal business attire. Here are some questions to consider:

* What is acceptable to wear on dress-down days?
* Should our policy restrict body art (tattoos) and piercing?
* How should supervisors react when clothing is offensive, tasteless, revealing, or sloppy?
* Is it possible to develop a uniform definition of acceptable casual attire?
* Do the advantages of a dress-down policy outweigh the disadvantages?
* Should we refine our dress-down policy or eliminate it?
Please give careful thought to these questions so that we can discuss them at our management meeting April 22.
 
Tom

 

 

To:          BOS Lab, Business Math Student
From:     Professor Charlene Morimoto <Morimoto@yahoo.com>
Subject: Flex Day
Cc:          Hillard <hillard@yahoo.com>
Bcc:
Attached: 1

Hi, All Business Math Students:

Please reply to this e-mail so that I know that you got it..

Today is Flex Day when CEC instructors go to meetings, and when you have a "free" day.

If you take the Chapter 2 Review today, I will review it tomorrow. E-mail any questions you have.

See you in class on Thursday! And have a great day today!

Professor Charlene Morimoto

 

"E-mail is changing our behavior, our way of interacting with people, our institutions. And it is happening incredibly fast... Because it's spread so fast, it has raced ahead of our abilities to fully adapt to this new form of communication."

Michael D. Eisner, former CEO, Walt Disney Company

********************************** Memo/Memorandums

 

Although e-mail is more often used, hard-copy memos are still useful for important internal messages that require a permanent record or formality.

 

 

MEMO TO:     Diana E. McNabb, City Manager FROM:            Paul Dollar, Street Department Director DATE:             October 9, 2010 SUBJECT:      Deer Run Street Problem As you know, there has been extensive development of the housing area on the East Side, commonly known as Deer Run. The project coordinator informed me just the other day that about five new homes are started each week. A petition has been received from residents of the area stating that builders have been ignoring city regulations relating to the banning of lugged wheels from city streets. When moving a short distance, bulldozers commonly are seen moving on the streets rather than being transported on trailers. A copy of the petition is attached. The residents have also expressed concerns over the following service interruptions: Television cable was severed five times in one week. Telephone service was interrupted four times in two weeks due to damage to the main telephone line. City water lines were broken two times with interruption of water service for extended periods of time. Electric service is frequently interrupted. As this may be a delicate matter, I felt that I should contact you before informing the city attorney’s office about the matter. I am hopeful that you will provide appropriate advice to me within a day or two.   ltn Attachment

 

 

MEMO TO: Luis Torres, General Manager FROM:      Jonathan R. Evans, Assistant Marketing Manager DATE:         January 12, 200x SUBJECT: An Analysis of the Scope and Effectiveness of                       Online Advertising Here is the report analyzing the scope and effectiveness of Internet advertising that you requested on January 5, 200x. The report predicts that the total value of the business-to-business e-commerce market will reach $1.3 trillion by 2003, up from $190 billion in 1999. New technologies aimed at increasing Internet ad interactivity and the adoption of standards for advertising response measurement and tracking will contribute to this increase. Unfortunately, as discussed in this report, the use of "rich media" and interactivity in Web advertising will create its own set of problems. I enjoyed working on this assignment, Luis, and I learn quite a bit from my analysis of the situation. Please let me know if you have any questions about the report. plw Attachment

 

A letter or memo of transmittal announces the report topic and explaint who authorized it. It briefly describes the project and previews the conclusions, if the reader is supportive. Such messages generally close by expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, or offering to answer questions. The margins for the transmittal should be the same as tor the report, about 1 to 11/4 inches on all sides. The letter shold be left-justified. A page number is optional.

******************************

 

Tips for Memo Reports Use memo format for most short (eight or fewer papers) informal reports within an organization. Leave side margins of 1 to 11/4 inches. Sign your initials on the FROM line. Use an informal, conversational style. Include talking (descriptive) or functional side headings to organize a report into logical divisions. For a receptive audience, put recommendations first. For an unreceptive audience, put recommendations last.

 

 

Using numbered and bulleted list for quick comprehension

Lists provide high “skim value”. Reader use lists to read quickly and grasp main ideas.

Numbered List Our recruiters follow these steps in hiring applicants: Examine the application. Interview the applicant. Check the applicant’s  references.

Bulleted List To attract upscale customers, we feature the following: Quality fashions Personalized service  A generous return policy

 

Headings are another important tool for highlighting information and improving readability. This helps the reader separate major ideas from details. Main headings, subheadings, and category headings can improve readability in e-mail messages, memos, and letters.

Category Headings

Our company focuses on the following areas in the employment process.

• Attracting applicants. We advertise for qualified applicants, and we also encourage current employees to recommend good people.

• Interviewing applicants. Our specialized interviews include simulated customer encounters as well as scrutiny by supervisors.

• Checking references. We investigate every applicant thoroughly, including conversations with former employers and all listed references.

Effective category headings summarize topics in parallel form to help readers grasp ideas quickly.

Although e-mail is more often used, hard-copy memos are still useful for important internal messages that require a permanent record or formality.