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Unit 3 Writing for Successful Communication
Special Notations
Notations
at the bottom of the memo are used to indicate specifi c things
to the reader. For example, c or cc indicates copies are being sent. Another
notation is bc for
blind copy,
which is used when you are sending a copy of the
memo to someone without the recipient’s knowledge.
If copies are being sent to others, add the notation cc (for carbon copy
or courtesy copy) line and the list of names at the bottom of the memo. The
blind copy notation appears at the bottom of the fi le copy and the copy for the
recipient who is blind copied, but not on the copy for the primary recipient.
cc: Tyler A. Dembowsky
Edward Josi
Jeannette Loria
Other notations include confi dential, attachments, and enclosures. It is
traditional to also include the preparer’s initials in lowercase when someone
other than the writer keys the memo. These notations follow the same
formatting guidelines as letters and are shown in Figure 9-7.
✔Checkpoint
1. What guide words appear at the beginning of a memo?
2. List the fi ve elements of a memo.
3. In addition to the standard elements, what else may appear on a memo?
TEAMWORK
Working in the team assigned by
your instructor, research e-mail
reader software. Make a chart
showing at least fi ve options, the
system requirements, and the
cost to purchase. One of the software options should be freeware.
Write a memo to your supervisor (your teacher) listing the options and
recommending an e-mail reader.
Formatting E-Mail
E-mail, which is short for electronic mail, is a major vehicle for business
communication.
is a message that is created, sent, and received digitally
(electronically).
The following sections discuss standards for business e-mails. Businesses
generally have policies for using e-mail as well as disclaimers and other guidelines
for sending e-mail correspondence. Figure 9-8 shows an example of e-mail
completed in business style. E-mail is formatted similarly to a printed memo.
Header
In the TO: line, key the
names of the recipients from
whom you want a response
or who have a primary
interest in the topic. Use
the COPY: line for names of
those who are receiving the
information as secondary
recipients. Normally, a reply
is not expected from those
who are copied.