Chapter 14 Memos In the workplace, the memo performs a vital function: conveying focused information to a specific audience. As an internal communication form, the memo is versatile in that it can address any number of topics and be sent to individuals in all levels of the organization. A memo can convey an invitation, deliver bad news, offer a performance report, explain company policies, and much more. An employee can send a memo to a supervisor, to colleagues within a working group, or to subordinates. Students will have heard of memos or memorandums before, but many will have at best a fuzzy understanding of what they do. Many of the projects in the textbook require students to present findings in memo format. Assigning numerous such projects will provide your students with the familiarity they need. By the end of your course, your students should have no trouble explaining the form and function of a memo.

Learning Objectives Appreciate the vital role of memos in the workplace Picture a typical memo’s audience and purpose Know the parts and format of a standard memo Understand the importance of proper tone in all memos

Learning Objectives (continued) Write various common types of memos Understand when to use hard copy, email, or PDF attachments

Memos The most traditional form of everyday workplace correspondence is the memo, or memorandum. Memos give directives, provide instructions, relay information, and make requests, and are typically distributed within a company, not outside Memos trace decisions and responsibilities, track progress, and recheck data. Therefore, any memo you write can have far-reaching ethical and legal implications.

Considering Audience and Purpose To determine your approach to any particular memo, identify the various audience members who will receive it. The purpose of your memo should also be clear: * Is it to inform your audience? * To persuade people to support a new plan? * To motivate them to take action? * To announce bad news?

Memo Parts and Formats A standard memo has the word “Memo” or “Memorandum” centered at the top of the page and includes a heading (flush to the left margin) identifying the recipient(s), sender (and sender’s initials), date, and subject.

Memo Parts and Formats (continued) The text of a memo should be compact and focus on one topic. It should start with a short introduction, a paragraph or two to address the main issue, and a conclusion suggesting follow-up or action.

Memo Tone Be especially careful about tone. Use your common sense and put yourself in the shoes of your readers. If you are delivering bad news, decide if you want to take a direct approach or an indirect approach. A direct approach begins with the “bottom line” and then supports the case; an indirect approach lays out the details of the case over several sentences before delivering the bottom line.

Common Types of Memos Following are the most basic types of typical workplace memos: Transmittal memo: Accompanies a package of materials, such as a long report, a manuscript, or a proposal. It simply states that material is being transmitted and/or briefly introduces the material. Summary or follow-up memo. Provides a written record of a meeting or conversation, or just a recap of a topic discussed that was not resolved at the time. Routine miscellaneous memo. Can cover an infinite variety of everyday topics.

Guidelines for Memos Follow these guidelines for writing and distributing memos: Do not overuse or misuse memos. Use memos for in-house purposes only. Focus on one topic. Be brief but sufficiently informative. Be sure the tone of your memo is polite and respectful. Avoid sounding too formal or too informal for the topic or audience.

Guidelines for Memos (continued) Use the appropriate organizational sequence (direct or indirect). Follow the standard memo format. Use white space, headings, and bullets, as needed. Use tables, charts, and other visuals to display quantitative information and to achieve emphasis. Check spelling, grammar, and style. Be sure to initial your memo. Determine whether to use paper or email to send your memo. Distribute to the right people.

Review Questions 1. What is a memo, and why is it important? 2. What are the purposes of a memo? 3. What are the parts of a memo? 4. How do you organize the text portion of a memo? 5. How do you determine the appropriate tone for a memo? 6. What is the indirect approach to delivering bad news? Answers 1. A memo is the most traditional form of everyday workplace correspondence. Memos give directives, provide instructions, relay information, and make requests. 2. To inform your audience, to persuade people to support a new plan, to motivate readers to take action, or to announce bad news. 3. A standard memo has the word “Memo” or “Memorandum” centered at the top of the page and includes a heading (flush to the left margin) identifying the recipient(s), sender (and sender’s initials), date, and subject. 4. The text portion includes an introduction, body, and conclusion. 5. Put yourself in the shoes of your readers. 6. An indirect approach lays out the details of the case over several sentences before delivering the bottom line.

Review Questions (continued) 7. What is the direct approach to delivering bad news? 8. What is a transmittal memo? 9. What is a summary or follow-up memo? 10. What is a routine miscellaneous memo? Answers (continued) 7. A direct approach begins with the “bottom line” and then supports the case. 8. A transmittal memo accompanies a package of materials, such as a long report, a manuscript, or a proposal. It simply states that material is being transmitted and/or briefly introduces the material. 9. A summary or follow-up memo provides a written record of a meeting or conversation, or just a recap of a topic discussed that was not resolved at the time. 10. A routine miscellaneous memo can cover an infinite variety of everyday topics.