{"id":158,"date":"2023-09-19T17:33:07","date_gmt":"2023-09-19T17:33:07","guid":{"rendered":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/chapter\/introduction-to-internal-emails-and-memos\/"},"modified":"2024-07-23T18:11:05","modified_gmt":"2024-07-23T18:11:05","slug":"introduction-to-internal-emails-and-memos","status":"publish","type":"chapter","link":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/chapter\/introduction-to-internal-emails-and-memos\/","title":{"raw":"Learn It 3.2.3 Internal Written Communication","rendered":"Learn It 3.2.3 Internal Written Communication"},"content":{"raw":"

Writing an Internal Email<\/h2>\r\n

Clarity of Message<\/h3>\r\n

Think about your message before you write it. Don\u2019t send emails in haste. First, decide on the purpose of your email and what outcome you expect from your communication. Then think about your message\u2019s audience and what they may need for your message to have the intended result. You will also improve the clarity of your message if you organize your thoughts before you start writing. Jot down some notes about what information you need to convey, what questions you have, etc., and then organize your thoughts in a logical sequence. You can try brainstorming techniques like mapping, listing, or outlining to help you organize your thoughts.<\/p>\r\n

Tone<\/h3>\r\n

Reflect on the tone of your message. When you are communicating via email, your words are not supported by gestures, voice inflections, or other cues. This makes it easier for someone to misread your tone. For example, sarcasm and jokes are often misinterpreted in emails and may offend your audience. Similarly, be careful about how you address your reader. For instance, beginning an email to your manager with \u201cHey!\u201d might be perceived as being rude or presumptuous (as in, \u201cHey you!\u201d). If you\u2019re unsure about how your email might be received, you might try asking a colleague for feedback before you send it.<\/p>\r\n

Format<\/h3>\r\n

Strive for clarity, brevity, and good organization in your writing. Miscommunication can occur if an email is unclear, disorganized, or just too long and complex for readers to follow easily. Here are some steps you can take to ensure that your message is understood:<\/p>\r\n

    \r\n\t
  1. Briefly state your purpose for writing the email at the very beginning of your message.<\/li>\r\n\t
  2. Be sure to provide the reader with a context for your message. If you\u2019re asking a question, cut and paste any relevant text (for example, computer error messages, assignment prompts you don\u2019t understand, part of a previous email message, etc.) into the email so that the reader has some frame of reference for your question. When replying to someone else\u2019s email, it can often be helpful to either include or restate the sender\u2019s message.<\/li>\r\n\t
  3. Use paragraphs to separate thoughts.<\/li>\r\n\t
  4. Finally, state the desired outcome at the end of your message. If you\u2019re requesting a response, let the reader know what type of response you require (for example, an email reply, possible times for a meeting, a recommendation letter, etc.) If you\u2019re requesting something that has a due date, be sure to highlight that due date in a prominent position in your email. Ending your email with the next step can be really useful, especially in work settings. For example, you might write \u201cI will follow up with a phone call to you in the next day or so\u201d or \u201cLet\u2019s plan to discuss further at the meeting on Wednesday.\u201d<\/li>\r\n<\/ol>\r\n

    Format your message so that it is easy to read. Use white space to visually separate paragraphs into separate blocks of text. Bullet important details so that they are easy to pick out. Use boldface type or capital letters to highlight critical information, such as due dates.<\/p>\r\n

    \r\n

    Do not type your entire message in capital letters or boldface\u2014your reader may perceive this as \u201cshouting\u201d and won\u2019t be able to tell which parts of the message are especially important.<\/p>\r\n

    Also, avoid using color to emphasize important information. Not all recipients may be able to differentiate the colors due to visual impairments. Excessive use of color may also appear distracting or too informal for business communication.<\/p>\r\n<\/section>\r\n

    Proofread<\/h3>\r\n

    Re-read messages before you send them. Use proper grammar, spelling, capitalization, and punctuation. If your email program supports it, use spelling and grammar checkers. Try reading your message out loud to help you catch any grammar mistakes or awkward phrasing that you might otherwise miss.<\/p>\r\n

    Here is a message using some of the tips we suggest:<\/p>\r\n

    \r\n

    To: Western Team<\/p>\r\n

    From: Zachary Zhao<\/p>\r\n

    Subject: Materials Needed for Wednesday Staff Meeting<\/p>\r\n

    Hi everyone,<\/p>\r\n

    For tomorrow\u2019s 3 p.m. staff meeting in the conference room, please bring 5 copies of each of the following materials:<\/p>\r\n