Twc Chapter 7 E Mail E Messages And Memos

Summary
Chapter seven focuses on short informative genres: emails, e-messages, and memos. The authors start with a real life interview with a sales associate for a software company to shed some light on the use of these genres in the workplace. Then, they generalized why these genres are important in today’s world, the age of technology. The commonalities of these three genres are that they
1) Contain nonsensitive information
2) Include “smaller chunks of information” (pg. 163)
3) Address “immediate or short-term topics” (pg. 163)

One distinguishing factor for the genres is whether they are internal or external documents. These traits determine the level of formality with which the documents are intended. One mistake that many people make is assuming that a short genre, which may have a level of informality, can be sloppy. Great caution should be taken to make sure that the writing is “grammatically, mechanically, and factually correct” no matter who it is directed towards (pg. 164). Details might not be necessary for internal documents but the amount of details necessary should depend on whether it is enough for the reader to follow what the message is about.

Some steps to be taken when writing these short messages include:
• Planning the document (who is reading it? What information should be present?)
• Research, if necessary
• Reader-friendly organization and design
• Reviewing the document
• A smart distribution method

Privacy is an issue when sending information online. Precautions should be taken when writing information that can be considered sensitive because different email services have different privacy policies. In addition, the receiver(s) can easily redistribute the information with a few clicks of the mouse and keyboard.

Emails should be brief, organized with an appropriate and concise title, short background information, pertinent information, emphasis on important details, and an appropriate signature. All this should be organized in short and packed paragraphs. If the email ends up being too long, attachments can be helpful.

E-messaging is a way to contact individuals in remote locations and discuss matters in real time. They sometimes include abbreviations to make the reading easier. The key to writing good e-messages is the brevity of the text and mastering the abbreviations that are appropriate for the task at hand.

Memos are used for “more detailed communication” with many different formats (pg.177). However, it still needs to include who it’s from, to whom it’s written, the subject, and the date it was written. As of content, information should be short using bulleted lists, lists, tables, graphs, charts, and photographs if necessary. The main point of the memo, about what action the reader should take, should be brought up again at the very end. Memos tend to be longer in length and they usually regard important and sensitive information.

Important Quotations
“Internal documents are written from one employee to another within the same company, they tend to be less formal than documents sent to outside audiences.” (pg. 163)

“These three types of documents generally transmit smaller chunks of information, often addressing immediate or short-term topics rather than lengthy, long range subjects that might be addressed in proposals, reports, or other documents.” (pg.163)

“Brevity is the key to an effective email.” (pg. 169)

“Email paragraphs are more concise than those in printed documents.” (pg. 171)

“Memos are still quite common…because they are the better choice for more detailed communication, for correspondence in which formatting is important.” (pg. 177)

“Sometimes research is necessary, even for concise messages; if so, gather the facts and details needed to make your message useful.” (pg. 165)

“Text messaging can create interesting rhetorical situations for you in your workplace because you may not be sure how your recipients will receive your message.” (pg.176)

Response/Analytical Viewing

Since emails, memos, and e-messages are used for a variety of purposes today, it is difficult to identify the proper schematics that go along with these forms of communications. However, in Chapter seven: "E-mail, E-Messages, and Memos," the authors successfully conveyed how to compose all three of the most widely used forms of communication.

Images of real-life examples, comparing the various types of emails, really stood out with obvious signs of what is proper technique. It was also enthralling to see so many different components and traits that go along with these genres. By being aware of all these technical details, the reader can utilize them whenever and wherever necessary. Not only can these techniques be applied in these genres but they also show good communication traits necessary in any writing addressed to a specific audience (including concise yet specific subject line, management of the proper recipient, brief yet direct messages, and appropriate formatting styles). The section on e-messaging brought life to a means of communication that is usually taken for granted. The fascinating use of text-message is very necessary not just for personal use but by many in their workplaces.

The breakdown of the various components in writing proper memos helps the reader understand the main purposes of communication. Also, its key elements and features (i.e. one page long containing an essay formatted paper with a clear thesis and “signature”) allow much of the important information to be organized well. Even though many college students haven't used this type of communication yet, many of their future career-employers will need them to harness these skill-sets, so students should realize as early as possible how useful and important these three genres are. Overall, the text contained a plethora of information which shows that even short and concise genres such as emails, e-messages, and memos are important in the workplace. They might be smaller in size compared to other genres but are used both internally and externally to provide information and instruction to the addressed audience; they are commonly seen genres that should not be overlooked.

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