Emails

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Chapter 14-1

• Emails
• Memos
• Letters

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• PR writers spend a large percentage of of their
  working day engaging in interpersonal
  communications

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Follow the basic guidelines

• Completeness
• Conciseness Less is better
• Correctness
• Courtesy
• Responsibility

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1. E-mail

• E-mail is one of your communication tools just
  not the only one.
• You never know where an email will end up. Make
  sure it represents you as you want to be seen.

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E-mail Format

• Subject line the opportunity to say succinctly
  what the message is about
• Salutation begin with the persons first name
• First sentence or paragraph get to the bottom
  line right away
• Body of message best e-mail messages are short
  (a rule of thumb is one screen/ about 20-25
  lines/ no more than 65 characters per line)
• Closing include your name, title, organization,
  e-mail, phone, and fax numbers in a standard
  signature

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2. Memorandums (memos)

• A brief written message, usually a page or less
  in length
• Many PR firms require staff to write a memo
  whenever there is a client meeting

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Memo Contentshould be specific and to the point

• Subject line state exactly what the memo is
  about
• First sentence or paragraph contain the key
  message that would be most interest to the reader

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Memo Format

• Five elements
• Date
• To
• From
• Subject
• message

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• Ex)
• Monday, November 1
• To Public Relations Committee
• From Susan Parker
• Subject Meeting on Monday, November 15
• We will meet in the conference room from 3 to 4
  pm to discuss how to publicize and promote the
  companys annual employee picnic. The president
  wants to encourage the families of all employees
  to attend, so please come prepared to offer your
  ideas and suggestions.

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3. Letters

• Written to individuals outside the organization
  when a more official response is needed
• A letter can serve as an official record of a
  dialogue involving employment, an issue about
  company policy, or even an answer to a consumer
  complaint

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Content of Letters

• First paragraph should state the purpose of the
  letter concisely, so the reader knows immediately
  what the letter is about
• Second and succeeding paragraphs elaborate on
  the details and give relevant information
• Final paragraph summarize the important details,
  or let the recipient know you will telephone if
  something needs to be resolved through
  conversation

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• Every time you use the word I , think about how
  to remove it.
• Take every opportunity to use the word you in a
  letter.
• Try to write positive statements instead of
  negative ones.

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Format of Letters

• Letters should be written on standard business
  stationary
• The letterhead should be printed and should carry
  the name, address, and telephone number of the
  organization
• Letters should always be word processed, and
  single-spaced.
• Each paragraph should be indicated, either by
  indention, or by a line space.
• One page is the preferred length (two-page letter
  is acceptable)
• Always include a formal salutation and closing

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Parts of Letters

• Return Address
• Date
• Salutation
• Body
• Closing (e.g., Sincerely, Sincerely Yours,
  Respectfully)
• Signature
• Name Position
• Abbreviations (Enc. / Enclosure / cc)