Inter-office Memorandums and Emails

Email or Interoffice Memorandum

Written to communicate facts, ideas, statistics, trends within an organization, and other information which may be relevant and important to any business organization

Email or Interoffice Memorandum

They are also sent to: Transmit Instruct Announce Congratulate Express Appreciation Inform

Email or Interoffice Memorandum

Direct Request Reply Confirm Recommend Persuade

Memos and Email:

1. They contain
To , From, Date, Subject, Cc line.

TO:
The people to whom the memo is written

This is the Distribution List.

List the name in alphabetical order according to last name or arrange them according to rank.

FROM: Indicates the name of the sender

FROM
DATE: Indicates when the memo was written

SUBJECT
SUBJECT: Summarizes the content of memo The subject should be typed in ALL CAPS.

BODY
BODY: The message of the memo is contained within the body. Memos are short and to the point.

Special Parts
Reference initials are the typists initials. Attachment notation is used when an item is physically attached to the memo.

 CC line contains the secondary audience who are not directly responsible to responding to the memo or email.

Writing Principles:
1. Begin with the main idea. 2. The body comes next. 3. The closing part may request for action clearly or end with a simple thought.

Letters Sent outside the firm Uses manpower to deliver Paper-based

Memos Sent within the firm Uses manpower to deliver Paper-based

Emails Sent outside or within the firm Uses electronic transmission Electronic-based

Formal in tone

Generally less formal (except when sent to someone above writers rank) Has 7 basic parts Has 6 basic parts (to, (dateline, inside address, from, date, subject, salutation, body, body, reference initial; complimentary close, may include cc) writers identification, reference initial)

Less formal (except when sent to someone above writers rank)

Has 6 basic parts (to, from, cc, subject, body)

Letters
Needs more time to deliver

Memos
Needs lesser time compared to letters

Emails
Easier and faster to transmit

Addressed to one person May be addressed to May be addressed and at a time several persons but sent sent to several persons to one person at a time at a time

Usually signed

Usually unsigned (only has writers initial beside his or her name in the FROM line)

Writers are advised to key in their names at the end of the message to avoid loss of identification when messages travel across systems

Uses the inside address Uses the TO line for the for the addressees name addressees name and complete address

Uses the TO line for the addressees name and corresponding email address Uses the FROM line to indicate senders name and corresponding email address

Uses the writers identification part to indicate senders name

Uses the FROM line to indicate senders name

The subject line provides The subject line provides The subject line provides a specific description of a specific description of a specific description of the message the message the message

Uses CF when someone is given a copy of the letter or BC when someone is furnished a copy of the letter without the addressees knowledge

When template indicates CC or BC the name of the person given a copy is indicated, or CC or BC is typed one space after the Reference Initial

Uses the CC for CARBON COPY if someone is forwarded a copy of the email

Memos and Email:

1. They usually contain only one topic for each message 2. They are most often informal in tone 3. They do not have greetings although some email writers prefer to use them 4. They do not end in complimentary closings

Choosing between email and a memo

Condition
1. Sent to a large group? 2. Requires rapid response? 3. Geographically distant recipients? 4. Will message need revision?

Email Memo
X X X X

5. Will part of the message be printed and distributed?

6. Message longer than one computer screen? 7. Requires careful formatting? 8. Requires detailed graphics and visuals? 9. Contains highly important info? 10. Contains somewhat sensitive information?

X
X X X X X

Suggestions:
Read the messages of the same sender before responding Revise the subject line if the topic changes Answer emails promptly Use bullets and similar devices Observe politeness

Guidelines
Memorandums are correspondence written to people within the same business or organization. They are often called memos or interoffice memos.

1 or 2 1

Margins
The top margin is usually 1 or 2, depending on the length of the memo, and side margins are 1.

Guide Words
The formal memorandum uses a special heading, sometimes preprinted on the stationery. Typically, the guide words are in all caps or Bold Upper/Lower and double-spaced as shown.

OR

Spacing
Double-space after the guide words. Double-space between the end of the body and the reference initials and any other special notations.