Module 2a — Office
Correspondence
and Records
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Types of emails
Email is fundamentally different from traditional paper-based correspondence because it enables fast, although not necessarily immediate, feedback. It is more like a conversation and consequently tends to be more casual than paper-based correspondence. For most messages sent by email this casualness is not a problem. There is no point spending time perfecting spelling, grammar, and style for a quick enquiry about someone's availability to meet with you for lunch. However, ILO staff use email for a wide range of purposes, many of which are far from casual.
It is useful to consider the various work-related uses of email:
- as a covering note/letter for attachments of reports, guidelines, directives or briefing notes
- correspondence in its own right (that is, as a replacement for memos and faxes)
- informal notes
Let's look at these various uses.
Email as a covering note for an attachment
Sometimes email is used as a transmission mechanism rather than a medium in itself. This method enables the attached document to be presented in a standard format according to its type: for example, the attachment could be a memo, letter or report. It also enables normal filing codes to be included in the attached document.
The covering email is usually short, simply indicating the purpose of the attachment and highlighting any action required.
Points to note:
- Make sure the subject line clearly indicates your purpose: for example, "Questionnaire on Data Collection Application."
- Emails need to be easily and quickly understood by their readers. Take the same care in using simple and straightforward language that you would for a letter or memo.
- Spelling, grammar and punctuation errors reduce your credibility in the eyes of your reader.
Don't forget to attach the document. It is a good idea to attach it before you write the email, or at least before you type in the email address.