Memo and Letters
Memos and Letters
Product: Format for Memos
Date: Write out to avoid confusion (Use Standard English format: Month/Day/Year
To: Name, Position- up to 3 people (“Distribution” requires a list of recipients at bottom for accountability)
From: Your Name, Position (Initials in ink)
Subject: ALL CAPS (Focus + Topic)
MEMO
Date: September 10, 2009 (NOT 09/10/09)
To: Joe Blow, Purchasing Supervisor
From: Jack That, Printing Dept. Manager
Subject: REQUEST FOR NEW CANON XYZ PRINTER
(SINGLE SPACE the body and skip lines between sections)
Introduction:
• Why are you writing? • What do you want? Clearly/ Politely
Most texts suggest there are 3 ways to begin: • Ask a question- (?) • Make a statement- (.) • Make a request or recommendation (Politely ask- tell) ends with (.)
Discussion:
Line to introduce bulleted list of specifics: • Clarity/Conciseness/Accessible- o simple words o specific details and questions o readable and short sentences;
Highlighting techniques improve readability • Itemize (bullets/numbers for priorities) • White space • Headings, bold, italics
Be Specific- • Avoid vague words: “better performance” vs. “70% improvement in deliverables” • Avoid negative words: “If we do not get your response by…we won’t…” vs. “your response by…will allow us…” • Ask specific questions: “What are requirements for the program?” vs. “What is the minimum SAT score required?” “What is the deadline for application to UF’s nursing program for 2009 fall term?” • Tell the reader what research was done before you made the request or recommendation. • Mention one or two alternatives, and why your recommendation is best. • Show the positive impact of your request or recommendation.
Conclusion: • Complimentary- “Attaboy!” Feel good, friendly “Your excellent attendance record is an example to us all.” • Directive-
Product: Format for Memos
Date: Write out to avoid confusion (Use Standard English format: Month/Day/Year
To: Name, Position- up to 3 people (“Distribution” requires a list of recipients at bottom for accountability)
From: Your Name, Position (Initials in ink)
Subject: ALL CAPS (Focus + Topic)
MEMO
Date: September 10, 2009 (NOT 09/10/09)
To: Joe Blow, Purchasing Supervisor
From: Jack That, Printing Dept. Manager
Subject: REQUEST FOR NEW CANON XYZ PRINTER
(SINGLE SPACE the body and skip lines between sections)
Introduction:
• Why are you writing? • What do you want? Clearly/ Politely
Most texts suggest there are 3 ways to begin: • Ask a question- (?) • Make a statement- (.) • Make a request or recommendation (Politely ask- tell) ends with (.)
Discussion:
Line to introduce bulleted list of specifics: • Clarity/Conciseness/Accessible- o simple words o specific details and questions o readable and short sentences;
Highlighting techniques improve readability • Itemize (bullets/numbers for priorities) • White space • Headings, bold, italics
Be Specific- • Avoid vague words: “better performance” vs. “70% improvement in deliverables” • Avoid negative words: “If we do not get your response by…we won’t…” vs. “your response by…will allow us…” • Ask specific questions: “What are requirements for the program?” vs. “What is the minimum SAT score required?” “What is the deadline for application to UF’s nursing program for 2009 fall term?” • Tell the reader what research was done before you made the request or recommendation. • Mention one or two alternatives, and why your recommendation is best. • Show the positive impact of your request or recommendation.
Conclusion: • Complimentary- “Attaboy!” Feel good, friendly “Your excellent attendance record is an example to us all.” • Directive-