Business English 10th Edition by Mary Ellen Guffey,Carolyn Seefer

تمرين 139

Skill Check 4.1 Openings for E-Mail Messages and Memos
Which subject line is better for an e-mail or memo Circle its letter.
1. a. SUBJECT: Inventory
b. SUBJECT: Annual Pharmacy Inventory Scheduled for June 2
2. a. SUBJECT: This E-Mail Message Announces Revised Procedures for Applying for Dental Benefits
b. SUBJECT: Revised Procedures for Dental Benefits Applications
Which opening sentence is better for an e-mail or memo
3. a. Employees interested in learning about new communication technologies are invited to a workshop on January 31.
b. For some time now we have been thinking about the possibility of holding a workshop about new communication technologies for some of our employees.
4. a. We have noticed recently a gradual but steady decline in the number of customers purchasing items from our Web site.
b. Please conduct a study and make recommendations regarding the gradual but steady decline of online customer purchases.
5. Write a subject line for a memo that describes the possibility of a new sports scoreboard sponsored by Coca-Cola, a topic to be discussed at the next management council meeting.
__________________________________________________________________________________
__________________________________________________________________________________
6. Write a subject line for an e-mail or memo announcing a demonstration of new software for all employees to be given November 16.
__________________________________________________________________________________
__________________________________________________________________________________
Body of Message. Provide details of the message in the body. If you are asking for information, arrange your questions in a logical order. If you are providing information, group similar information together. Think about using side headings in bold print, such as you see in these paragraphs. They help readers understand, locate, and reference information quickly. You can also improve the readability of any message by listing items with numbers or bullets. Compare the two sets of instructions that follow:
Hard to Read
The instructions for operating our copy machine include inserting your meter in the slot, loading paper in the upper tray, and then copies are fed through the feed chute.
Improved
Here are instructions for using the copy machine:
• Insert your meter in the slot.
• Load paper in the upper tray.
• Feed copies through the feed chute.
Notice that all the items in the preceding bulleted list are parallel in construction. That means that each item uses the same grammatical form. All begin with verbs. This kind of balanced writing helps readers anticipate and understand information more readily.