Communicating in the Digital Age With E-Mails and Memos
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Author: Ryan Smith
Before sending a message, you must choose the proper communication channel. Although e-mail messages and memos are similar, they are not interchangeable.
Determine whether the following scenario should be handled in an e-mail or as a memo sent as an attachment in an e-mail.
You need to send the quarterly sales report to coworkers in your department.
- Memo attachment
View Explanation
E-mail messages are most appropriate for short, informal messages such as routine requests and responses to inquiries. Memos are most appropriate for delivering confidential internal data, longer reports, or more formal internal messages.
The content of your e-mails and memos will vary, but direct internal messages contain four main parts. Therefore, it is important to familiarize yourself with these four parts.
Identify the parts of the e-mail message indicated by the bracketed numbers.
To: Ellen Stanford
From: Thomas Gregory
[1] Proposed Agenda for November 6 Meeting
Dear Ms. Stanford,
[2] Please review the following agenda for our next shareholder meeting and recommend any changes.
[3] • Rising stock prices
• Discussion of new investors
• Portfolios and new funding
• Introduction of new vice-president
[4] Please send any changes to the agenda to me by 3:00 p.m., November 3.
Many thanks,
Thomas
Thomas Gregory
Financial Analyst
Office: 854.454.4356
Fax: 435.458.9738
Cell: 834.435.8490
Which part of the e-mail is part [2]?
- Explanation in the body
- Closing with a purpose
- Opening with main idea
Which part of the e-mail is part [3]?
- Explanation in the body
- Closing with a purpose
- Subject line
Which part of the e-mail is part [4]?
- Subject line
- Closing with a purpose
- Opening with main idea
View Explanation
A closing ends with a request for action or next steps. It can also include dates, deadlines, a summary, and/or a closing thought.
Identify which component of e-mail messages and memos is described.
This section may include dates, deadlines, or a summary.
- Writing the subject line
- Closing with a purpose
- Opening with the main idea
View Explanation
E-mails and memos should close with action steps, deadlines, a summary of the message, or closing thoughts.
Which of the following has been cited by businesspeople as why e-mail is not as effective as it should be?
- Typos and mistakes
- Use of attachments
- Lack of jargon and industry buzz-words
- Having to proofread a message
View Explanation
Although e-mail is recognized as the mainstay of business communication, it's not always done well. Common complaints include sloppiness, typos, and mistakes, being overwhelmed with messages, and the failure to recognize the permanence of e-mail messages.
Which of the following displays the strongest use of a subject line?
- Help Please
- Volunteers needed for Saturday's Charity Run
View Explanation
The most important part of an e-mail is its subject line. Avoid meaningless statements such as Help, Attention, or Meeting. Identifying the purpose, Volunteers needed for Saturdays Charity Run, will encourage receivers to open the message.
