For what purposes can e-mails and memos be used? How does the approach used to write emails or memos vary with each purpose?
What will be an ideal response?
Memos and e-mails are used for a variety of purposes.
a) To request: Memos or e-mails are used to ask for information, action, or reactions.
Messages written for this purpose take the direct approach.
b) To inform: Memos or e-mails are used to communicate procedures, company policies, and
instructions. If the message contains good news, writers should use the direct approach; if the
message contains bad news, they should use the indirect approach.
c) To report: Memos or e-mails are used to convey organized data such as schedules, sales
figures, and names of clients or patients.
d) To remind: Memos or e-mails can be used as reminders about deadlines, important
meetings, and so on. Such reminders should be brief and should use the direct approach.
e) To transmit: Memos or e-mails are used to tell readers about an accompanying message.
The message could describe, explain, or simply identify the attachment or enclosure. The
direct approach works best for such memos.
f) To promote goodwill: Memos or e-mails are used to establish, improve, and maintain
goodwill. These messages can congratulate, welcome, or convey appreciation.
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