Project 1: Email: Choose a format

Name: Hiba Kassab

To: Mrs. Gonzalez, Manager, Firm X

From: Hiba Kassab, employee, Firm X
Sent: Sunday November 14, 2021 08:00 AM
Subject: Select a format to inform employees about the new tuition program.

Dear Mrs. Gonzalez,

I hope this email finds you well. I'm sending you this email to let you know that the 1-page business
memo has been chosen as the best format for communicating information about the new tuition
program to workers.

The reason of choosing this format is because memos are often used inside a company to
communicate policies, processes, or other official business. They are frequently written to convince
the largest audience rather than one-on-one. It may also be used to keep a team up to date on
project activity or to notify a specific group inside a corporation of an event, action, or observance.
It is also a useful method to communicate and reflect organization's interests, which is the new
tuition program offered to employees at Firm X. Memos are often used to communicate important
information inside a company (Smith et al., 1984).

As advantages, memos help to avoid misunderstandings because it’s clear, comprehensive and
straight to the point, so provide all recipients concerned with the same clear information. It also
preserved information because it’s a written document that can be used as a reference when
needed. In addition, writing memo any information can be exchanged throughout the whole
organization very quickly (The Business Communication, 2018).

It's a one-way communication tool; unlike a group gathering, when employees may ask questions
and share their ideas, a memo may give the impression that a topic is off limits (Frederick, 2016).
Another limitation might be the use of an acronym or abbreviation that is familiar to management
but not to all of the organization's employees, and if the memo is to be posted and circulated
internally.
Finally, using subjectivity in memos is thought to be a limitation. Memos should be objective, direct
to the point, and without any personal prejudice, preference, or interest (Ashman, 2018).

This is the detailed explanation for the chosen format with advantages and limitations.

Regards,
Hiba Kassab

Hiba Kassab
Employee, Firm X

1
References:
Ashman, M. (2018). INTRODUCTION TO PROFESSIONAL COMMUNICATIONS. In Professional
Communications OER.
Frederick, A. (2016). The Disadvantage of a Standard Memo for Communication in Business. CHRON.
https://smallbusiness.chron.com/significance-advantages-business-memos-21025.html
Smith, J., Ashman, M., eCampusOntario, Dunphy, B., & Stracuzzi, A. (1984). Professional
communications conference. In Information and Management (Vol. 7, Issue 5).
https://doi.org/10.1016/0378-7206(84)90055-7
The Business Communication. (2018). Advantages and Disadvantages of Memo in Business
Communication. https://thebusinesscommunication.com/advantages-and-disadvantages-of-
memo/