7.1 Structure of Routine Messages
Perhaps the simplest and most common routine message type is where the sender offers up information that helps the receiver. These may not be official memos, but they follow the same structure: opening, body, and closing.
Managers, clients, and coworkers alike send and receive requests for information and action all day. Because these provide the recipient with direction on what to do, the information that comes back or action that results from such requests can only be as good as the instructions given. Such messages must therefore be well organized and clear about expectations, opening directly with a clearly stated general request unless you anticipate resistance to the request and proceeding with background and more detailed instruction, if necessary (see example below for parts of routine messages).
Opening
Describe the reason for the message. Main point should be included from the beginning of the message.
Example
Hello Mohammed: I hope you are having a wonderful week. Could you help update the website by adding the new hires to the Personnel page?
Body
Include the details of the message in an organized matter.
Example
We have hired three new associates in the past few weeks. With the content of the attached folder that contains their bios and hi-res pics, please do the following
- Proof of bios using Track Changes and send them to me.
- Post the proofed bios on the site. I would like to quickly read them and suggest further edits over the phone, if necessary, since time is of the essence here.
- Downsize the pics to 72dpi and crop them so that they are the same dimensions as the other portraits on that page before posting them along with the bios.
Close
Provide action and next steps related to the content.
Example
Could we have this update all wrapped up by Monday January 23rd, 2026? We’re meeting with some investors early next week and we’d like the site to be fully up to date by then. Much appreciate your time
This section is adapted from Information Shares, Action Requests, and Replies in Communication@Work Copyright © 2019 by Jordan Smith licensed under a Creative Commons Attribution 4.0 International License, except where otherwise noted.
