Office

Communication
Memorandum, Electronic Mail, and Netiquettes
 Kinds of Office
Communication
• Facial expressions and • Both parties must be
Face-to-Face gestures help in available at the same time.
communication
Spoken • No written record of the
• The listener can ask for and
Communication
exchange is available, unless
receive immediate it is recorded
explanation if he does not
understand
 Kinds of Office
Communication
• The listener can ask for and • Both parties must be
receive immediate available at the same time.
Telephone explanation
• No written record of the
Conversation exchange is available, unless
it is taken down as a message
 Kinds of Office
Communication
• Both parties do not have to • Inaccuracies and omissions
be available at the same time may be introduced by the
Telephone middleman who takes down
Message the message
 Kinds of Office
Communication
• Both parties do not have to • Inaccuracies and omissions
be available at the same time may be introduced unless
Text Messages downloaded
• The next text spelling might
be misinterpreted
 Kinds of Office
Communication
• Important points are recorded • The written message must be
in writing by sender for delivered from the sender to
Memo reference the receiver requiring a third
party
• Both parties do not have to
be available at the same time
 Kinds of Office
Communication
• Both parties do not have to • It lacks privacy for it may be
be available at the same time accessed by others
Electronic Mail
• Written record is available
(Email)
 Memo and Email
• Memorandum and E-mail are interoffice correspondences or
central internal documents used for general messages such as
notices, announcements or circulars.
• For large companies, they usually have either standardized
memorandum forms, which can also move within divisions and
branches of a company or electronic mail (email) with the use of
computer networks.
 Memo and Email
• Memo and email can move horizontally and vertically in a
company; hence they are considered vital means of information
dissemination which is very sure to be received by everyone in the
company.
• Aside from this, they can also be considered written records or
documents of the company.
• Memoranda and emails do not have salutation and complimentary
close.
 MEMORANDUM
Generally used to communicate with people inside the organization.

Used to communicate
Inter-office Travels within a company changes in policy,
communication among employees notifications, brief
reports, queries, and etc.
 MEMORANDUM
Used to:

to confirm the essential

points of a business to inform a to give instructions, and to
conversation at which colleague/superior/subord request for information or
both receiver and sender inate of events/data/ideas assistance
were present
 MEMORANDUM
Characteristics:

They are marked with

DATE, TO, FROM, and Order, form, and format
Short and usually covers
SUBJECT; does not have an vary from company to
one topic
inside address, salutation, company
and complimentary close
 MEMORANDUM
Summary of the parts:

Its subject matter is either

It contains no inside It has no personal opening
announced or posted at
address or closing
the onset
 MEMORANDUM
Summary of the parts:

It does not strictly require

It usually requires no
a printed or penned
introduction or conclusion
signature of the writer
 Parts of the Memo

LETTERHEAD HEADING BODY

• This contains among other • Consists of the date, to, • This contains the message. In
things the name of the from, and subject. writing this, you must stick to
organization, its address, the facts while explaining their
and the specific division of
• Written in capital significance and accompanying
the agency from which the letters and end with a action that should be taken
memo is coming colon
 Heading
• TO – This contains the recipient/s who may be an individual/s or a group.
If the list is really long, the names can be enumerated at the end of the
memo. It must be remembered that the names should either be arranged
alphabetically or by the positions of the addressees.
• SUBJECT – This gives a bird’s eye view of the subject matter or message.
• DATE – This contains the date when the memo was written.
• FROM – This contains the name of the writer and his/her professional
title.
 ELECTRONIC MAIL
• Instant messaging is one of the most popular and growing services.
• It is advantageous since it allows instantaneous communication between or more parties
in real time.
• Advances in information technology are able to offer more than two-way, text-based
chat capabilities.
• The email is one way of sending a message from one person’s computer to one or more
computers around the world.
• In the workplace, it can be used for communication within the organization thru the
Intranet. It may be used for discussing topics, seeking and disseminating information,
conducting surveys, facilitating discussions, assessing one’s work, etc.
 ELECTRONIC MAIL
Sending messages online wherein messages are transmitted via communication networks

Shortened in the computer

Makes the message reach
in just hours or days,
the reader by the wink of More convenient
message can be received,
an eye
retrieved, and modified
 ELECTRONIC MAIL
Parts

CC
TO Subject
BCC
 ELECTRONIC MAIL
Parts

BODY SIGNATURE ATTACHMENTS

 ELECTRONIC MAIL
• Write with the reader/recipient in mind
• Keep your messages concise and clear. Keep them short and direct to the
point.
• Use appropriate style and and tone.
• Observe correctness, clarity of the message, and elicit a good impression.
Read and edit your message before sending it.
 ELECTRONIC MAIL
• Avoid sensitive messages. Email is not private. Employers have the right
to monitor email of their employees. Therefore, do not send any message
that would not want your boss, fellow workers, or family members to
know about you. Always edit your email thoroughly before sending your
message. Avoid answering immediately any message that upsets you.
• Limit the message to one subject only.
 Netiquettes
flame • Practice politeness and civility in social
media
• A post or message that contains • Avoid using ad hominem in online
strong opinion or criticism arguments
• Avoid spamming
• Ask permission before posting or
trolling forwarding a message
• Posting provocative and offensive • Be careful in sharing private information
comments
 Netiquettes
• Netiquettes helps creative positive impression on the internet
• Internet is an extension of society
• Acknowledge cultural differences
• Avoid online harassment and abuse
• You are judge by what you do on the internet