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Business Letters | Memos | Job Applications
and Résumés | Incident Reports | Progress
Reports | Formal Reports | Has it happened to you?
You're having an argument with someone you love, and you've just been told,
"I didn't know you felt that way. I would have done it differently if I
had know that." You've just been a victim of miscommunication. Creating the Content of Memos What's
the main recommendation for good content of memos? Be brief. Your co-workers
are probably working nearly as hard as you are. They don't have the time to read
long, windy memos.
Organizing Your Memo If you
glance at the figure showing a memo (figure 1), it will be easier to
understand these ideas about how to organize a memo. To make it easy for your
reader to quickly decide if the memo is important, or even whether to read it,
organize it to immediately tell the reader
Look at
figure 1 to see the four typical entries in the heading of a memo: the To,
From, Date and Subject lines. There is no one standard for the organization
of a memo, but this order is common. You want to quickly tell your audience
the most important information in the memo. You start to do this even in the
heading to the memo: In the subject line, summarize your main point.
Writing Memos with Effective Appearance Even
the appearance of the memo is designed to speed the reader along. Readers
find the information quickly and easily when writers use block style,
aligning all entries on the left margin. Use the tab or indent feature of
your word processor to align all the particular details (i.e., the name of
the recipient, sender, date and the text of the subject line) just to the
right of the longest line, the subject line. You should also bold and
underline to draw attention to the subject line. Make the most important
information really stand out. Activity 1: Analyzing a Memo Read
the two memos (figures 1 and 2). Form a group of four, discuss the questions,
and record the group's answer to each question. Be prepared to discuss your
answers.
Figure 2: Another Example of a Memo Activity 2:
Practice Writing a Memo All the students in the Early Childhood
Education program are exited—and nervous—about beginning their field
placements in nursery schools and day care centres. Coordinator Mrs. A. Save
has chosen to use a memo to inform students about the placements. They will
all start on Monday, September 28. Students can look at the bulletin board at
the Dr. Stott Early Education Centre to find the location of the placements,
and it's their job to contact the supervisor and arrange to visit the setting
before beginning placement. There is one other requirement: All students must
attend a workshop on September 23 in S210 at 16:30 to make identification
buttons and display the materials kit that they will take to the placement.
Answer to Activity 2: Practice
Writing a Memo
Copyright ©2002 Pearson
Education Canada
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