Emails-Memos-Faxes

These three forms of business correspondence are // quick, easy //and // effective //ways for a company to communicate internally as well as externally with customers. What do they have in common? ** Memos  ** Memos need to be accurate, complete and clear. Politeness and diplomacy are also essential since memos reflect a company’s image. // Memo Protocol // refers to accepted ways within each company in which internal communications are written, formatted and routed. ** Memo Format  ** TO: FROM: DATE: SUBJECT: ** Memo Style and Tone  ** Consider your audience to decide on the style and tone you are going to use. ** Memo Organization  ** Introduction: Address the issue- provide background info (if necessary)-Express intended action/measures. Discussion: Give all necessary info about the issue –indicate why and what changes are necessary giving precise dates, times, locations and costs. Conclusion: state how you want the reader to respond (call if they have questions, send a reply(written or oral)accept, reject or revise recommendations). ** Organizational Markers  ** Headings. Numbered or Bulleted lists. Underlining or boldfacing key points. ** Faxes   ** We use a fax when: ** Fax Guidelines  ** ** E-mails  ** ** Business E-mail. **  Remember it’s not personal e-mail you need to be professional! So make it Business-like, carefully researched and polite. Use: ** E-mails as Legal Documents  ** Always keep in mind that an e-mail a) can be read by anyone and b) can be used as evidence against you. ** Guidelines for Using E-mail  ** Make sure your E-mail is safe and secure (use e-mail protection systems, avoid viruses by deleting “suspicious” mail, never give personal /company info if you do not know the sender, don’t reply to spam, back up important fil
 * // MEMOS, FAXES and E-MAILS  // **
 * 1)  They are far more informal than letters.(Especially in terms of format)
 * 2)  They mostly focus on day-to-day activities.
 * 3)  They still demand a great deal of thought and time.
 * The recipient requires an exact copy of an original document.
 * If you want to make a few changes and thus do not need to transmit the entire work.
 * If you need a signature authorization.
 * Use a fax cover sheet with person(s) ,address(es),Phone fax number(s),total number of pages
 * When you send a fax too a machine used by a number of people make sure to specify to whom you are sending it(Care of)
 * Always print faxes in a larger point size.
 * Avoid writing at the very top and bottom of a fax.
 * Always include your personal information.
 * If the fax is longer than 3-4 pages ask permission from the recipient before you send it as he or she might need the line to be free at that time.
 * Proper spelling
 * Capitalization
 * Punctuation
 * Word choice
 * Tone and style
 * 1)  Make sure your e-mail is confidential and ethical.
 * 2)  Notice and respect owner’s rights.
 * 3)  Use an appropriate format.(Make e-mails easy to read and process)
 * 4)  Follow “Netiquette” rules.( Respond promptly, Identify audience, Be polite)
 * 5)  Adopt a Professional Style (use a salutation/complimentary, polite close, keep message concise, avoid abbreviations, jargon and emoticons).