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Creating an effective email

I need help with the following:

Please imagine you are VP Employee Communications at a large service firm, such as a bank, advertising or consulting firm.

Create an email (about 450 words) to all your employees to announce an email policy you have just created. You are not persuading: you are announcing. However, you must be tactful and professional. Remember: some of those folks have been around along time and some are beginning their very first jobs.

Then write a brief summary (about 300 words) explaining why you chose to emphasize these principles and why you wrote your message as you did. In this summary, please discuss your objectives and how you used the background readings.

below a some of the background readings:

How to Write a Routine Message, (2003). Accessed August 12, 2009, at: http://core.ecu.edu/engl/snyderh/3880/routineltr.html

Christensen, G.J. (2003). Professional E-mail Needs Attendion. Accessed August 12, 2009, at: http://www.csun.edu/~vcecn006/email.html
Campanizzi, Jane (2005). The Write Stuff for Quality. Accessed August 12, 2009 at: http://qpc.co.la.ca.us/cms1_035856.pdf.
Jerz, D.G. (2000). E-Mail: Ten Tips for Writing It Effectively. Accessed August 12, 2009 at: jerz.setonhill.edu/writing/e-text/e-mail.htm

Thanks in advance for all your help.


Solution Preview

From: Vice President, Employee Communications

Subject: New E-mail Policy

Dear All,

In light of the increasing using and importance of e-mail in conducting our day-to-day business the company has decided to implement a new e-mail policy that is effective immediately. The purpose of the new policy is to ensure clarity and standards in all our communications. Here are some of the salient features of the new policy:

1. All e-mails will include a subject line, clearly stating the purpose of the e-mail. This makes it easier for the recipient to understand the reason and priority of the e-mail.

2. E-mails should not be considered an inferior mode of communication and should be given the same scrutiny as normal post.

3. Avoid any type of jargon in e-mails. Refer to the last ...