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

تمرين 165

Skill Check 4.2 Listing Information
In the space provided, revise the following paragraph so that it includes an introductory sentence and a list of four items.
We are trying to improve budget planning, and we would also like to control costs. To accomplish these goals, we must change our procedures for submitting requests in the future for outside printing jobs. The new procedures include first determining your exact printing specifications for a particular job. Then we want you to obtain two estimates for the job. These estimates should be submitted in writing to Kelly. Finally, you may place the outside print order-but only after receiving approval.
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Closing an E-Mail Message or Memo. E-mail messages and memos frequently end with (a) a request for action, (b) a summary of the message, or (c) a closing thought. If action on the part of the reader is sought, be sure to spell out that action clearly. A vague request such as Drop by to see this customer sometime is ineffective because the reader may not understand exactly what is to be done. A better request might be worded as follows: Please make an appointment to see Rebecca Johnson before June 2 so that we can complete the contract by June 15. Notice that an end date is given. This technique, particularly when coupled with a valid reason, is effective in prompting people to act.
Another way to close an internal message is by summarizing its major points. A closing summary is helpful if the message is complicated. When no action request is made and a closing summary is unnecessary, the writer may prefer to end the memo with a simple closing thought, such as I appreciate your assistance, What do you think of this proposal, or Call me if I may answer questions. Avoid tired, mechanical phrases such as Please don't hesitate to call on me , or Thank you in advance for your cooperation. If you wish to express these thoughts, find a fresh way to say them.
Figure 4.1 shows how the four parts of a writing plan (subject line, first sentence, body, closing) combine to create a readable, efficient e-mail message. For more information on memo and e-mail formats, see Appendix C.