Chapter 14: Writing E-mail, Memos, and Proposals


This information is found in PUBLIC RELATION WRITING AND MEDIA TECHNIQUES, 6th edition, by Dennis L. Wilcox 

The Challenge of Managing Communication Overload:

  • You should follow basic guidelines”
    • Completeness
    • Conciseness
    • Correctness
    • Courtesy
    • Responsibility

E-mail:

  • Purpose:
    • Reduces the cost of employee communication
    • Increases the distribution of messages to more employees
    • Flattens the corporate hierarchy
    • Speeds decision making
  • Format:               
    • Subject line
    • Salutation
    • First sentence or paragraph
    • Body of message
    • Closing

Memorandums:

  • Purpose:
    • Can serve any communication purpose
    • Public relations firms require a memo to be written whenever there is a client meeting or telephone conversation.
  • Content:
    • Specific and to the point.
  • Format:
    • Date
    • To
    • From
    • Subject
    • Message

Letters:

  • Purpose:
    • To give information, to ask for information, to motivate, to answer complaints, to soothe or arouse, to warn, to admit, or to deny
  • Content:
    • Most important part of a letter is the first paragraph
  • Format:
    • Should be written on standard business stationery
    • Should have the name, address, and telephone number of the organization
    • Body should be about four or five paragraphs
    • Proofread, proofread, proofread

Proposals:

  • Purpose:
    • To get something accomplished – to persuade management to approve and authorize some important action that will have a long-lasting effect on the organization or its people.
  • Organization:
    • Show a need
    • Satisfy the need
    • Show benefits
    • Call for action
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1 Comment

Filed under Chapter Notes, PRCA 3330

One response to “Chapter 14: Writing E-mail, Memos, and Proposals

  1. Writing an email can be a challenging task for some. I have always trashed emails that I found to be a jumbled mess. Im glad that in our Public Relations textbook it goes over some key things that should be followed when creating an email.
    I do not know about you but there are 3 things that really turn me away from emails:

    1. Receiving personalized emails that have incorrect grammar from individuals I do not know.

    2. Receiving an email from a coworker or organization that has a million links and attachments.

    3. Receiving an email that is visually hard to read–whether its because of font, structure or just way to long.

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