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ENGLISH 361
SPRING 2019
Business Correspondence: Memorandum
Directions: Choose one of the following scenarios and write a memorandum for your assigned scenario.
Scenario A–Missing Merchandise
As one of the managers of Organica, a hair care and skin care products company, you are alarmed to find out
that a few of your door-to-door sales representatives have been held up and robbed of merchandise while
soliciting business in certain areas. One of the main causes of theft stems from the sales representatives’
failure to properly secure merchandise in their vehicles while they are visiting clientele around the region. As
a result, these losses are causing the company to see a dramatic decline in profit.
Your Task: Write a memo to Organica sales representatives outlining new company rules for safe checking
out and securing of products while on company time.
**************
Scenario B – 9-1-1
You work at an emergency call center, and your company has just changed its phone system from CallFirst to
QuickResponse that will connect emergency callers with first responders in a much timelier manner. Many
employees are having trouble using this new system, so you have decided to organize mandatory training
sessions for the month of April. Each training session ends with an exam that employees must pass before
they begin working with the new system. Employees who do not pass the exam must wait until the next
training session in June, and as such, will see a disruption in their paychecks until they pass the exam. The
conference rooms can accommodate 25 employees at a time; however, employees must sign up on a firstcome first-served basis.
Your Task: Write a memo to your employees at Paramount Response Group that explains the new pay
procedure and asks them to attend the mandatory training session.
***************
Scenario C –Terrific Technical Writers
The VP of Marketing at a local technical writing firm has asked you to write a memo regarding recruitment
options for hiring qualified technical writers in the current job market. She has also expressed her frustration
with spending over $500,000 annually on print and online advertising for the company with no real progress
in obtaining available qualified technical writers from the area.
Your Task
Write a memo to Hilda Sajiid, theVP of Marketing outlining what other options are available for recruiting
and/or the steps the company should take to secure qualified writers.
*************************
Reminders:
All memos should:
•
•
•
•
•
be one page in length.
have visual appeal.
include all relevant information for the user to make an informed decision (invent details as needed).
appeal to audience’s expectations, attitudes, and technical background.
contain action steps and a recommendation.
• be submitted in class and uploaded into Blackboard by due dates.
Notes:
1. Review the information presented in Chapter 14 as well as your notes to help you compose your
memorandum.
2. Use the textbook as a guide not as a “template.” The sample memo provided on p.377 fits that
particular scenario and not necessarily this assignment. Memos that copy textbook samples (to
include language and style) or use templates will receive a zero!
Writing Memos and E-mails
What is the difference between the three
formats used for correspondence in the
workplace?
What are the elements of a
memorandum?
What are the four parts of an memo or
an email?
What are netiquette guidelines?
What are other types of electronic
correspondence?
Memoranda
Emails
Business Letters
Three Formats Used for
Correspondence in the Workplace
Memos—communication among those
within one organization
Emails—digital communication least formal
Letters—most formal—Include signature
ink, addressed to someone in another
organization
Mike Markel Technical Communications 2004 5th ed.
MEMORANDUM
header
Sender’s initials
rather than
signature
TO:
John Smith
FROM:
Lisa Clency lc
DATE:
September 25, 2018
SUBJECT:
Elements of a Memorandum
A memorandum does not begin with a salutation and does
not have a complementary closing line.
Use these five elements
to organize most memos:
•
•
•
•
•
a specific subject line
a clear statement of purpose
a brief summary
informative headings
a prominent recommendation
Chapter 14. Writing Correspondence
© 2012 by Bedford/St. Martin’s
6
1.
2.
3.
4.
Subject line
Opening
Body
Closing
Business Communication: Process &
Product by Mary Ellen Guffey© 2008
Cenage Learning
Make it informative
Avoid meaningless or dangerous words
Issue, Problem, Important, Help
Free!–spam
Include a verb
Use the title case
Please Showcase Two Items at Our Next Trade Show
Business Communication: Process &
Product by Mary Ellen Guffey© 2008
Cenage Learning
Reveal the main idea immediately
Restate your purpose
Indirect Opening
Direct Opening
For the past six months the
Human Resources
Development Department
has been considering
changes in our employee’s
benefit plan.
Please review the following
proposal regarding
employees’ benefit, and let
me know by May 20 if you
approve these changes.
Business Communication: Process &
Product by Mary Ellen Guffey© 2008
Cenage Learning
Limit your topic to one subject
Design your information so that it is easy to
read
Hard-to-Read Paragraph Version
Effective immediately are the following air travel guidelines.
Between now and December 31, only account executives
may take company approved trips. These individuals will be
allowed to take a maximum of two trips and they are to
travel economy or budget class only.
Business Communication: Process &
Product by Mary Ellen Guffey© 2008
Cenage Learning
Effective immediately are the following air travel
guidelines:
Who may travel: Account executives only
How many trips: A maximum of two trips
By when: Between now and December
Air class: Economy or budget class only
Business Communication: Process &
Product by Mary Ellen Guffey© 2008
Cenage Learning
End with the following:
Action information
Dates or deadlines
A summary of the message or closing thought
Please submit your report by June 15 so that we can have
your data before your July planning session.
I sincerely appreciate your help with this matter.
Business Communication: Process &
Product by Mary Ellen Guffey© 2008
Cenage Learning
Your colleague wants to send the memo below to the new project manager, but she
has never written
a memorandum before. In your notebook, write appropriate
Memo1
solutions
problems. (Click your mouse 1x to view letter.)
To:to the numbered
Sidney Shelton
From:
R.2 Majors3
Subject: 4The implementation of the cardiovascular health program5
Date:
Monday, September 15, 2008
The program coordinator will solicit a request for participants who are at risk for heart
attacks, strokes, and coronary artery disease by advertising the Cardiovascular Health
Program. Respondents will receive initial screenings and lab work.
Qualified applicants will enroll in the program by participating three times a
week for four weeks in three hour class sessions held at our local facility. These
classes will emphasize stroke awareness, high blood pressure, cholesterol awareness,
heart disease, weight, diabetes, and the connection between oral health and
cardiovascular disease. The program aims to teach the participants how decrease their
risk factors through practical experiences.
6
7Sincerely,
Ronald Majors
Ronald Majors, 8Program Coordinator
1. Memo is an informal term
appropriate for conversation,
but not for written
3.presentation
Be sure to include
your
TheTAB
ofup
names
in
Memo1
4. Use2.the
key
to
line
correspondence.
Memorandum
initials.
Memoranda
do
To:
Sidney Shelton
the
to line and
from line shouldnot
second
columns
in
the
is
more
correct
for
business
requireTo:
a signature
From:
R.2 Majors3
be parallel.
S.your
Sheltonblock;
From:
Memorandum.
Align
situations.
instead
write
or
type
your5
4
Subject: The implementation of
the R.
cardiovascular
Majors or To:health
Sidneyprogram
Shelton
entries
evenly.
to your name.
Date:
Monday, September 15, 2008
From:initials
Ronaldnext
Majors
5. Treat
Subject line
entries as
The program coordinator will solicit a request for participants who are at risk
for heart
TITLES,
capitalize all
attacks, strokes, and coronary artery disease by advertising the Cardiovascular
Health
words
except
6. Use the BLOCK Format:
prepositions
space,
insert a blank
Program. Respondents willsingle
receive
initialand
screenings
and lab work.
and
line between paragraphs. Do
conjunctions
6Qualified applicants not
indent;
instead
align
text
to
will enroll in the program by participating three unless
times athey are
the
left.
Never
mix
single
week for four weeks in three hour class sessions held at our local facility. These
the first or the
spacing
and double
spacing
in
classes will emphasize stroke
awareness,
high blood
pressure,
cholesterol awareness,
last word in
yourand
document.
heart disease, weight, diabetes,
the connection between oral health and the title.
cardiovascular disease. The program aims to teach the participants how decrease their
risk factors through practical experiences.
7. Do not insert a
signature block in a
7Sincerely,
memorandum.
Ronald Majors
8. Insert the job title in the heading under the
Ronald Majors, 8Program Coordinator
sender/recipient’s name.
Memorandum1
To:
Sidney Shelton
Project Manager
From:
Ronald2 Majors RM3
Program Manager
Date:
Monday, September 15, 2008
Subject: 4
The Implementation of the Cardiovascular Health Program5
The program coordinator will solicit a request for participants who are at risk for heart
attacks, strokes, and coronary artery disease by advertising the Cardiovascular Health
Program. Respondents will receive initial screenings and lab work.
6Qualified
applicants will enroll in the program by participating three times a week for
four weeks in three hour class sessions held at our local facility. These classes will
emphasize stroke awareness, high blood pressure, cholesterol awareness, heart
disease, weight, diabetes, and the connection between oral health and cardiovascular
disease. The program aims to teach the participants how decrease their risk factors
through practical experiences.
78
Lannon, J. M.
Chapter 17. © 2006
Pearson/Longman.
Emails have no time constraints.
Emails are efficient for filing, retrieving and
forwarding information.
Emails permit attachments.
Emails permit democratic communication.
Emails permit spontaneous communication
(for creative thinking).
Emails permit collaboration and research.
➢
➢
➢
➢
➢
Don’t use email when a more personal
medium is preferable.
Don’t use email for a detailed discussion.
Don’t use email for most formal
correspondence.
Don’t use email when you are conveying
copyrighted information
Don’t use your work email when
conveying private information
17
Follow these eight netiquette
guidelines when writing e-mail:
•
•
•
•
•
Stick to business.
Don’t waste bandwidth.
Use appropriate formality.
Write correctly.
Don’t flame.
Chapter 14. Writing Correspondence
© 2012 by Bedford/St. Martin’s
18
Follow these eight netiquette
guidelines when writing e-mail (cont.):
• Make your message easy on the eyes.
• Don’t forward a message to an online
discussion forum without the writer’s
permission.
• Don’t send a message unless you have
something to say.
Chapter 14. Writing Correspondence
© 2012 by Bedford/St. Martin’s
19
Instant Messaging
➢
Text-based, real-time conversation
Internal Blogs
➢
Users can post information to be seen by all with access
Internal Wikis
➢
Users can comment on earlier posts and edit them
External Blogs
➢
Facilitate customer feedback and enhance public
relations
RSS Feeds
➢
A retrieval program that monitors selected sites,
identifies relevant information, and sends links by email
to subscribers
20
•
•
•
You are creating an archived communication
that reflects on you and your organization.
Anything you write is subject to the same laws
and regulations that pertain to all other kinds of
documents.
The best way to understand your responsibilities
is to study your organization’s guidelines.
Chapter 14. Writing Correspondence
© 2012 by Bedford/St. Martin’s
15
Consider three factors when
writing to intercultural readers:
• the cultural practices of your readers
• the language use and tone preferred by your
readers
• the application choice and use preferred by
your readers
Chapter 14. Writing Correspondence
© 2012 by Bedford/St. Martin’s
22
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