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Chapter 9 Formatting Letters, Memos, and E-Mails
CASE
E-Mail Replies
Respond as quickly as possible to e-mails. Stay with the original topic in
your reply. If you want to bring up a new topic, send a new e-mail and note the
topic in the subject line. Creating a new e-mail with a new subject line makes
it easier to keep the information fl ow understandable. Additionally, it allows
both the sender and recipient of the e-mail to electronically fi le and organize
the e-mail.
When you are out of the offi ce, use the automated reply feature to send a
message stating when you will return. This is a professional courtesy so the
sender knows you are unavailable and not being careless about responding.
Useful E-Mail Features
Use of e-mail can be made more effi cient by taking advantage of the many
convenient features that most systems provide. The following sections discuss
productivity tools common to most e-mail software that help you manage e-mail.
Is the Meeting On?
Jeanine Flanders is the assistant manager of Greenway West, a resort in
Tampa, Florida. Jeanine regularly corresponds with clients who plan to visit
Greenway West for both business and pleasure.
In September, Corey Bingham inquired about holding a meeting at the resort
in December. By mid-October, Mr. Bingham had not responded to the letter and
information packet that Jeanine mailed the day after receiving the inquiry. As of
October 16, the December dates she had discussed with Mr. Bingham were still
open. Jeanine decided to write to Mr. Bingham to encourage him to make his
decision. Here is the message she wrote:
When you called me in September about accommodations for your December
3–7 meeting, I tentatively reserved a block of meeting and residence rooms
for your group. Although you did not ask me to do so, I wanted to make
certain I had rooms for you in case you decided to choose Greenway West for
your conference.
If you are still thinking about having us host your conference (and I certainly
hope you are), I will need to hear from you by October 25. This is the latest
date on which I can guarantee accommodations for the dates you requested.
Since we last spoke, the resort has added a solarium with an indoor pool plus
a very spacious sauna. I’ve enclosed a colorful brochure to let you see for
yourself. I hope yours is one of the fi rst groups to use these new facilities!
1. Should Jeanine send this message as a letter, memo, or e-mail? Why?
2. Format this message to create a fi nal document. Use your choice of letter,
e-mail, or memo.