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Click on each question to check your answer.
1. What four guide words are included in the header of a memo?
The guide words in a header of a memo are DATE, TO, FROM, and SUBJECT.
2. What information should appear in the first paragraph of a memo?
A memo’s opening paragraph should include the most important information about the subject, the message’s purpose, and/or what the reader needs to do.
3. What information should be included in the last paragraph of a memo?
A memo’s closing paragraph summarizes the content or call for action, indicates next steps, invites feedback, offers further resources, and/or provides contact information.
4. What are the features of effective lists?
Effective lists have a lead-in, parallel structure, semantic and grammatical continuity, and an effective transition to the sentences that follow after the list.
5. Why is it important to apply the principles of chunking when formatting lists for memos and e-mails?
It is important to apply the principles of chunking when formatting lists for memos and e-mail because the average person’s short-term memory can store seven pieces of data plus or minus two, depending on the complexity of the data. Ideally, a list should be brief and kept to a maximum of seven or eight items. Any more than that is hard to remember.
6. How can writers avoid flaming in e-mail messages?
To avoid sending an angry e-mail that could have negative consequences, give yourself time to cool down. Ideally, write a draft and revisit it the next day to decide if you should revise or delete it.
7. What are two strategies for reading and processing incoming messages?
Strategies for reading and processing incoming messages include scheduling time for reading and writing e-mail (be systematic, check for messages regularly, open newest e-mail first if you have been away); doing regular inbox clean-ups (file or archive emails, delete messages, update your email address book); scanning the entire list of new messages in your inbox (read messages before writing follow-up messages); using filtering options and anti-spam soft-ware; and properly storing your e-mail in a recognizable records system.
8. What are three things to keep in mind when replying to e-mail?
Keep these guidelines in mind when replying to e-mail: try to reply as soon as possible, modify your distribution list, don’t automatically include the sender’s original message with your reply, avoid indiscriminately forwarding e-mails, make provision for your absences from the office, and protect and respect authorship.
9. What specific types of memos and e-mails are typically used in the workplace?
Informative, request, reply, goodwill, and follow-up memos and e-mails are commonly used in workplace writing.
10. What are the five guidelines that apply to both e-mail and instant messaging (IM)?
Five guidelines that apply to both e-mail and IM are understanding when their use is appropriate, limiting the use of abbreviations, using a natural mix of upper- and lowercase, keeping conversations to a few people at a time, and informing people of your availability.