Learning the parts and format of both e-mails and memos is important. Remember,
ID: 356471 • Letter: L
Question
Learning the parts and format of both e-mails and memos is important. Remember, the formats are slightly different.
What format feature do a memo and an e-mail have in common?
Initials after printed name and title
Side margins of 1.25 inches
White space between paragraphs
Complete the following sentence with the correct choice.
When sending a long or formal document, send .
Read the following message, and answer the questions.
To: Sarah Lavine<slavine@dynacorp.com>
From: Dean Weisz<dweisz@dynacorp.com>
Subject: New
Sarah,
This week I decided to get organized and figure out the new-hire training schedule. I thought you might be eager to know your schedule and how training is conducted. Your training will begin next week, starting on Monday.
You will begin by meeting our human resources manager. She will show you a PowerPoint presentation on our retirement plan and health benefits. You will then meet with the vice president of sales. You will conclude your training on Wednesday by attending a welcome lunch with your department. Do you bowl? If so, we have a company bowling league that you should check out.
You will have a busy week of training.
Thanks,
Dean
Dean Weisz, Marketing Manager
DynaCorp.com
dweisz@dynacorp.com
555) 555-5855
Choose the best revision for the body of this message.
Monday: Meet with Janice Lichen, director of HR, Tuesday: Meet with Ken LaRue, VP of sales, Wednesday: Attend departmental welcome lunch
Monday morning you’ll meet with someone from HR. Tuesday you’ll have a few more meetings. Wednesday there is the department luncheon, and then we’ll register you for the bowling league.
Your schedule will include a benefits review, meetings with senior administration, and a welcome lunch in our department.
What is the problem with the closing of this message? Check all that apply.
Fails to reveal the purpose
Contains useful information
Provides full name and contact information
Fails to close with a key benefit, deadline, or next action
Explanation / Answer
E-mails and memos are a very common means of communicating and sharing information in the organizations. While e-mails are considered formal way of communicating, memos are much less formal communication usually from the superior to instruct the subordinates or a notice for some upcoming events.
What format feature do a memo and an e-mail have in common?
Ans. White space between paragraphs.. The spaces between the paragraphs help to clearly identify the subject, date and other information like sender’s address and designation which makes the memos and emails more accurate and proper.
We only put initials in memos after the typed name whereas in emails, we include full name often with title and department. While memos have side margins of 1.25 inches emails do not have any such requirements.
When sending a long or formal document, send emails. Emails help to send a long, complex and important message to everyone. An email uses bullets which improves readability. The most important feature of an email is that it provides the option to reply back because the sender’s information is given at the end of the email. This way the information can be communicated effectively.
Best revision for the body of the message: the body of the message is organized in a very casual way with lots of irrelevant and repetitive content and in between the main information is lost. So the best revision will be the second option.
“Monday morning you’ll meet with someone from HR. Tuesday you’ll have a few more meetings. Wednesday there is the department luncheon, and then we’ll register you for the bowling league.
Your schedule will include a benefits review, meetings with senior administration, and a welcome lunch in our department”.
Unlike the first one it is not too brief to understand and not too long to be irrelevant. The necessary information is fully communicated.
What is the problem with the closing of this message?
Fails to reveal the purpose: The purpose of this whole message is induction training. It is mentioned in the last line as “you will have a busy week of training” but it is in a casual way. The end of the message should clearly conclude the basic idea of the mail.
Contains useful information: the end includes the useful information like meeting with the HR manager, PPT presentation, etc but it also included the mention of bowling which is quite irrelevant among these useful informations.
Provides full name and contact information: yes, the ending provides the full name with designation of the sender, including email id, website and phone no., which will be very useful if there is any query.
Fails to close with a key benefit, deadline, or next action: this is true as the key benefits of training and the next action like joining or feedback is missing in the end of the message. It also does not include the scope of contacting back if some more information is needed.
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