11/1/2023
Email
Memo
Business Letter
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Emails
What is a professional email?
An email sent in a professional setting, such as between two
colleagues, a supervisor and their employee, a student and their
professor, or a job applicant and a hiring manager.
Professional email topics
1. Scheduling a meeting
2. Asking a question or answering a question
3. Clarifying a statement or directions
4. Following up on an earlier communication
5. Reminding the recipient of a deadline
6. Explaining something
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Emails
What are the important elements of a professional
email?
1. Subject line
2. Salutation – e.g. Dear Sir, Dear Madam
3. Concise “Body” paragraph(s)
4. Closing section with an actionable step for the
recipient
5. Sign-off – e.g. Regards, Sincerely
6. Signature – Name, Title, Affiliation, Contact no., email
Emails
Cc – Carbon Copy
To keep those readers in the loop who should have a copy of the
email for their information or reference
But they are not expected to carry out the same action as the
recipients listed in the “To” line
Recipients in “To” and “CC” field are able to see the email
addresses of each other.
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Emails
Bcc – Blind Carbon Copy
Purpose is the same as Cc.
Recipient in “To” field cannot see recipients in “Bcc” field. Recipient
in “BCC” can see recipients in “To” field. Recipients in Bcc” cannot
see each other.
Bcc is used when
Recipients are not known to each other (e.g. sending email to many
customers, students)
When someone is added in Bcc on purpose to keep him/her informed
of something without telling recipient in “To” field. (e.g. keeping
HoD/CEO in Bcc)
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Professional email examples
Subject: Thank you for your interest in our summer graduate program!
Dear Vanessa,
Thank you very much for your inquiry. At this time, we are not accepting
new applications for our summer graduate program.
We wish you the best of luck with your future endeavors!
Best regards,
Simone Blakely
PhD Humanities
Department Chair
Professional email examples
Subject: Please close your window before you leave
Hi Maha,
As per my last email, please refrain from leaving the
window open after leaving your desk at the end of each
day. Last night, we came in to find water in your cubicle.
Thank you,
Alexei
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Professional email examples
Subject: Do you have time for a call this week?
Dear Mr. Albanese,
I recently saw your post on LinkedIn about looking to connect with wholesale snack
vendors in your area. I own and operate AcmeCo Snacks, a subscription-based
wholesale snack supplier. I would love to have twenty minutes of your time to discuss
what I carry and pricing options. Are you free for a quick call later this week?
Please let me know if you’d like me to share my summer catalog. We’ve got some
great new products coming in, and I’d love to walk you through our packages.
I’m free Wednesday, Thursday, and Friday from 12–5 p.m. EST. I’m looking forward to
chatting more!
Best,
Miriam Schneider
Owner and CEO
AcmeCo Snacks
“Need a snack? We’ve got your back.”
Tips for writing a professional email
1. Include the topic in the subject line
Your subject line needs to be concise, attention-grabbing, and relevant.
State exactly what your email is about in the subject line.
In a marketing email, the subject line can make the difference between
the recipient opening it and deleting it.
2. Address the recipient properly
The best way to address a professional email’s recipient is “Dear,” followed
by their first or last name along with the appropriate honorific (Mr., Mrs.,
Ms., Sir, Madam, Dr. etc.) or other titles (Mr. President, General, Captain,
Father etc.).
Alternatively, you can start the email with “Hello” or “Hi,” followed by the
recipient’s name. This is for individuals with whom you already have a
relationship, like a colleague or manager.
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Tips for writing a professional email
3. Keep it focused
A professional email should cover one topic. Keep your email concise
but don’t leave out key information. Concise means “only as long as it
needs to be.”
4. Include your signature
After writing the email’s closing line, add an appropriate sign-off and
your signature.
A professional signature should include all information the recipient might
need to communicate with you appropriately, such as your
Name, Title, Affiliation, Phone number and extension, Email address
Tips for writing a professional email
5. Proofread
Before you hit send, proofread your email to make sure it doesn’t
contain any
typos
spelling mistakes
grammatical mistakes
Email mistakes can undermine your entire message and make
you look unprofessional.
6. Avoid a casual tone
A professional email should be written in a professional tone.
Avoid slang, colloquialisms, emoji etc.
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Tips for writing a professional email
7. Watch your words
Remember, anybody can download, print, or screenshot
your email. So, if you don’t want a written record of
something, don’t say it in an email.
8. Make your directions clear
Don’t assume the recipient knows where a specific file is
located or which sources you used. Include links when
applicable so your recipient knows exactly what you’re
talking about—and can access it easily.
What is Memo?
Memo means reminder
Abbreviation of memorandum
One-to-all perspective
Purpose of memo
To inform
To persuade
To call an action
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Example
Example
On February 13, 2009, upper management at the
Panasonic Corporation issued a declaration that all
employees should buy at least $1,600 worth of Panasonic
products.
Why?
Types of Memo
Four types of memos are:
[Link] Memo
to deliver or request information or assistance
[Link]-solving Memo
suggests a specific action to improve a situation
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Types of Memo
[Link] Memo
used to encourage the reader to undertake an
act
[Link] Memo Proposal
used to convey suggestions to senior
management
Let’s analyze the Text
I regret to inform you that your request for travel funds to travel to the Syllabus
Conference in Santa Clara, California, has been denied. The university has limited
funds available for travel this year and although I know you really want to go, I
can't afford to give you the $1500 you requested (which by the way is a lot to
request at this late date at the current time of this request.
I hope you understand our position because we really want our faculty to be
happy. Even though I can't pay for this trip, I encourage you to apply again for
future travel money because I hope to receive more money budgeted for travel
the next fiscal year of 2023/2024.
Thank you again for your request. I always strive to help faculty fund their travels.
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Text Analysis
The following example is problematic for several reasons.
1. The bad news is mentioned right away, in the subject line and in
the first sentence. Upon reading this news, the reader might be
shocked, will probably be angry, and may not read the rest of
the memo. To prepare the reader and to try to get the reader
to understand the reasoning, the writer should place a buffer
and the reasons before the news.
Text Analysis
Second, this memo lacks you-attitude and is written from
the writer's own viewpoint. Notice that the word "I" is used 8
times. This tone may cause the reader to conclude that the
writer doesn't care about him or her. Throughout the
memo, the writer needs to be more concerned about the
reader's reactions and opinions.
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Memo Format
To
lists the names of everyone who will receive the memo
includes the first and last name and titles or departments of the
recipients for formal memos, memos to superiors, or if everyone on
the list does not know each other
if all recipients know each other's names and positions, use
just
the first initial and last name of each recipient
can be listed alphabetically or by rank
arrange the names by rank, department or alphabetically
Memo Format
From
lists the name of the writer(s) in the same way as the name(s) of
the recipient(s)
Date
lists the month, date, and year the memo was written
do not use abbreviations
avoid using numbers for months and days
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Memo Format
Re: or Subject
Re: means Regarding to/ Referring to
Indicates the main subject of the letter
Should be as specific and concise as possible
Memo Format
The Body of the Memo
1. Introduction
states the general problem or main idea
2. Statement of facts
states the facts or discusses the problem or issue
3. Argument
explains importance or relevance of facts
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Memo Format
The Body of the Memo
4. Conclusion
summarizes the main idea, suggests or requests action
memos do not have a complimentary close or
signature line
memos end with a call to action
Memo Format
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Memo Samples
Memo Samples
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