Routine and Positive Messages

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Memos

Memos (or memoranda) are documents written within organizations,

although they are sometimes used as a format for short reports sent to
a recipient outside of the organization. They can be as short as one page
or much longer and are used in situations that require a permanent or
formal record. Types of memos include short reports, proposals, or other
informational correspondence. Sometimes memos are printed; other
times, they are sent as an attachment to an e-mail.
The writing strategy for routine memos is the same as that used in rou-
tine e-mails and letters. Begin with the purpose of the memo; use the body
paragraphs to provide any details or explanations to support the main point;
end with a forward looking closing that either summarizes the message (We
are certain that these new procedures will make our workplace safer and more
comfortable), asks for an action with an end date (Please turn in your expense
reports on the first working day of each month beginning in February), or offers
a polite, concluding thought (I am looking forward to completing the project
and for your feedback on our work to date).

Memo Document Design

Memos are generally written on stationery with the organization’s name on

top. Full letterhead is unnecessary when the memo is going to an internal
audience. Under the company name, the word Memo or ­Memorandum
is centered. On the left margin, use the guidewords Date:, To:, From:,
Subject:. Be sure to use the tab to align the information following the
guidewords, as is illustrated in the sample memo in Appendix B. Skip
three lines and then begin the memo. Use graphical devices such as head-
ings, bulleted or enumerated points, and white space to break up text
and to guide your reader. If a memo is longer than one page, number the
pages. And of course, memos do not need to be signed, since the sender’s
name appears in the guidewords. However, you may write in your initials
next to your name in the From line. See Appendix B for an example of a
typical memo.
 Document Samples 117

Instruction Memo

MEMO

Date: September 9, 2017

To: Connexion Ltd. Staff
From: Gina Salerno, VP Communications
Subject: Social Media Guidelines

We are all excited to begin our social media campaign and have great
confidence your contributions will generate more interaction with our
stakeholders.

Please follow these guidelines whenever you contribute to Connexion’s

social media sites:

1. Identify yourself and your position at Connexion.

2. Write using a natural, respectful tone.
3. Use language your reader will grasp; avoid jargon.
4. Think carefully before posting; think through possible reactions
and remember you are a representative of our organization.
5. Revise if you make an error.
6. Contribute thought-provoking, meaningful content.

Following these guidelines will help assure that our social media
campaign will bring the kind of results we have outlined. If you have
any questions about posting or about content, contact me at Ext. 344.
 Document Samples 119

Memo

Date: February 5, 2016

To: Manny Doran, Media Services Manager
Elizabeth Dowley, Creative Director
From: Rich Gold, President
Subject: Holistic Healing Account and Scheduling

Now that we have landed the Holistic Healing account, we need to

focus our energies on meeting the aggressive deadlines set in the contract.
Below are the two main areas on which we should concentrate.

Relationship Building
To foster goodwill and build strong working relationships, we should
set up a series of meetings and lunches in which our key people meet
with the Holistic Healing team. Be sure your staff goes into these
meetings fully armed with research and knowledge about this market so
when they spend time at the site, they can better absorb details. This is a
new arena for us, and we need to get up to speed quickly.

Branding/Creative
By March, we should be working on creative approaches to bring to the
client by the end of the month. That will include recommendations for:

• Print/online media with CPM estimates

• Social media strategy: Blog, Facebook, Instagram, etc.
• Branding
• Storyboards/print ad/online ads

Please send me a progress report detailing your plans to meet these goals
by noon on Thursday, February 11. This will be a busy few months,
but I’m certain your teams are up to the task.