"Sample Formal Excuse Letter for Late Memo"
Cleveland State University EEC 414/503 Writing in Electrical and Computer Engineering Lecture 7 Letters, Memos, and Emails Dan Simon Letters, Memos, and Emails • Letters: formal • Memos: less formal • Emails: least formal Letters, Memos, and Emails 2 Letters • Hard copy, or attached to email – If attached to email, use PDF if possible Letters, Memos, and Emails 3 Sample Letter Format Date, sender name, return address Recipient name and address Subject line Salutation (followed by colon) Body of letter (intro., main text, conclusion) Closing and signature (may include job title, email address, etc.) Enclosure information Information about other recipients Letters, Memos, and Emails 4 Sample Memo Format For inter-office communication Similar to letters Less formal Use headings to organize material Letters, Memos, and Emails 5 Emails • Emails comprise the vast majority of business communication – that’s why it’s so important to understand email netiquette! • Email is not private Letters, Memos, and Emails 6 Common Email Problems • Errors – spelling, puncuation, grammar • Irony, jokes, spam • Clicking the “send” button in the heat of the moment • Forgetting the subject line • Responding to everyone instead of just the sender – “reply” vs. “reply all” • Formatting errors (all caps, no line breaks) Letters, Memos, and Emails 7 Common Email Problems • Impersonal: “To Whom it May Concern” • Unnecessary attachments when replying • Not including the previous email history • Subject is too vague • Using URGENT or IMPORTANT in the subject • Accidentally hit the “Send” button too soon • Email is too long Letters, Memos, and Emails 8 To: Dan Simon To: Dan Simon Subject: Urgent! need help!!! Subject: Kalman filter request how r u? Hello Dr. Simon. How are you? i need help designing kalman I have recently begun studying filter using flux capacitor Kalman filters and their components, pls answer soon implementation using flux capacitors. I would appreciate any information that you have in this area. Thanks in advance for your help. Regards, Joe B. Student Letters, Memos, and Emails 9 To: Dan Simon To: Dan Simon, Zhiqiang Gao, Subject: Ethiopian relief Fuqin Xiong, Lili Dong, … <every other person in your address book> … Hi Dr. Simon – I am in your technical writing class – If this Subject: Engineering joke email gets forwarded to 1 million people, then This is SO funny! LOL! How Microsoft has promised to many engineers does it take to donate $1 million dollars for change a lightbulb? Click here Ethiopian relief! See below! for the answer! ☺ ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ Forwarded message: Hello! Please forward this email to 10 of your friends … Letters, Memos, and Emails 10 To: Dan Simon To: Dan Simon Subject: IEEE Officer Vote Subject: IEEE Officer Vote Joe, this email is a reminder to Joe, this email is a reminder to let you know that your IEEE let you know that your IEEE Officer vote is due by the end Officer vote is due by the end of tomorrow. Since you’re a of tomorrow. I hope to hear Democrat, I know that it’s from you soon. Thanks. important to you to vote early and often! ☺ Dan Dan Letters, Memos, and Emails 11 To: Dan Simon To: Dan Simon Subject: Admission letter Subject: Admission letter How could you reject my grad Dr. Simon – I am surprised that school application, you lousy my grad school application was bum, you lousy excuse for a rejected. My past academic professor! That’s fine – CSU is performance is good, and I am a pathetic school in the first passionate about continuing place. You’ll be sorry when I’m my education. Could you a millionaire making my please email me the reasons donations to some other for my rejection? Thank you university! for your time. Sincerely, Joe B. Student Letters, Memos, and Emails 12 To: ECE Faculty To:email@example.com,p.chu From: Dan Simon @csuohio.edu,L.Dong34@csu Subject: Meeting about email ohio.edu,firstname.lastname@example.org,z.g email@example.com,m.hizlan@cs uohio.edu,n.sridhar1@csuohio Colleagues, I am trying to set .edu,firstname.lastname@example.org, up a meeting to discuss the email@example.com,f.xiong proper use of email. Please let @csuohio.edu,s.yau@csuohio. me know which of the edu,firstname.lastname@example.org,wen following meeting times are email@example.com,y.zhu61@csuo most convenient for you: hio.edu Monday 5:00 AM Wednesday 11:00 PM Dan, both times are fine for me. Letters, Memos, and Emails 13 To: ECE Faculty To: ECE Faculty From: Dan Simon Subject: Meeting about email From: Dan Simon Colleagues, I am trying to set up a meeting to discuss the Subject: EMAIL MEETING proper use of email. Please let me know which of the following meeting times are most convenient for you: Monday 5:00 AM or Wednesday 11:00 PM. The rules of email etiquette are not "rules" in the sense that I will come after COLLEAGUES, I AM TRYING TO you if you don't follow them. They are guidelines that help avoid mistakes (like offending someone when you don't mean SET UP A MEETING TO to) and misunderstandings (like being offended when you're not meant to). These core rules of email etiquette help us DISCUSS THE PROPER USE OF communicate better via email. It is amazing to find that in this day and age, some companies have still not realized EMAIL. PLEASE LET ME KNOW how important their email communications are. Many companies send email replies late or not at all, or send WHICH OF THE FOLLOWING replies that do not actually answer the questions you asked. If your company is able to deal professionally with MEETING TIMES ARE MOST email, this will provide your company with that all important competitive edge. Moreover by educating CONVENIENT FOR YOU: employees as to what can and cannot be said in an email, you can protect your company from awkward MONDAY 5:00 AM OR liability issues. This website discusses the main etiquette rules and provides advice on how employers can ensure WEDNESDAY 11:00 PM that they are implemented. Letters, Memos, and Emails 14 To: Dan Simon To: Dan Simon Subject: internship Subject: internship To whom it may concern: I am Dr. Simon, I am seeking a seeking a summer internship. summer internship in the area Attached please find my of robotics. Attached please resume. find my resume. Thanks for your time, and I hope to hear from you soon. Sincerely, Joe B. Student Letters, Memos, and Emails 15 To: Joe B. Student To: Dan Simon Subject: paper reviews Subject: Re: paper reviews Hi Joe – I’ve attached 12 Dr. Simon, I will get my reviews papers to this email that I to you in the next day or so. would like you to review and summarize for me. Try to get Sincerely, Joe B. Student this done by the end of the week. Thanks. Attachments: Paper1.pdf, Paper2.pdf, … Dan Simon Attachments: Paper1.pdf, Paper2.pdf, … Letters, Memos, and Emails 16 To: Joe B. Student To: Dan Simon Subject: research results Subject: Re: research results Joe, I have some questions Dr. Simon, about your research results. 1. Are the numbers averages The answers to you questions or from a single run? are yes, no, and I don’t know. 2. Have you considered the effects of special relativity Joe on your calculations? 3. How does your work relate to wavelet theory? Letters, Memos, and Emails 17 Acknowledgments • Technical Communication, by Mike Markel (Chapter 14) • Pocket Book of Technical Writing, by Leo Finkelstein (Chapter 18) • A Guide to Writing as an Engineer, by David Beer and David McMurrey (Chapter 4) • www.emailreplies.com • email.about.com Letters, Memos, and Emails 18