Memorandum

Choose one of the following scenarios and write a memorandum for your assigned scenario. Scenario A In an effort to add extra time to their flex schedules, several employees have been skipping their lunch hours and adding the time to their weekly telework day. Instead of the one day telework day, many employees have been able to add a half day, and in some cases, an extra full day to their scheduled telework day away from the office. This misuse and manipulation of flex-time scheduling is causing serious challenges for the payroll office that has to confirm hours worked, and for management, which has to often reconfigure office work schedules at the last minute to determine the correct compensation for employees who are taking extra days out. Your Task: Write a memo to company employees explaining the new telework policy. Make sure that you explain the problems with the way that employees have been abusing the current policy. Scenario B It has been brought to your attention that employees are using the company copier to produce documents for personal use. Recently you have personally found non work-related flyers for events, invitations to social gatherings, and other personal documents such as tax forms and medical reports at the copy machine. Naturally, this places extra wear on the copier and increases the cost to maintain the equipment for actual company work. This misuse of company property holds the possibility of forcing the company to purchase a new copier during a very crucial period in the companyâ??s history. Such a purchase may force the company to file for bankruptcy. Your Task: Write a memo to employees explaining the new company policy on using the copy machine. Your memo should include a reference to the company code of conduct (ethics). Scenario C You have witnessed several employees drinking alcohol on the job during lunch hours. Additionally, you have been notified by CEO Janice Davis that some employees have been inebriated when attending mandatory staff meetings and workshops. While what an employee does on his or her break is not officially company business, the effects of such drinking has a decided effect on the performance of an employees in the workplace. Your Task: Write a memo to employees outlining the new zero tolerance alcohol policy. Reminders: All memos should: Notes: Review the information presented in Chapter 14 as well as your notes to help you compose your memorandum. Use the textbook as a guide not as a â??template.â? The sample memo provided on p.373 fits that particular scenario and not necessarily this assignment
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ENGLISH 361
Writing Assignment: Memorandum
Summer 2018
Directions: Choose one of the following scenarios and write a memorandum for your assigned scenario.
Scenario A
In an effort to add extra time to their flex schedules, several employees have been skipping their lunch hours and adding the time to
their weekly telework day. Instead of the one day telework day, many employees have been able to add a half day, and in some cases,
an extra full day to their scheduled telework day away from the office. This misuse and manipulation of flex-time scheduling is
causing serious challenges for the payroll office that has to confirm hours worked, and for management, which has to often
reconfigure office work schedules at the last minute to determine the correct compensation for employees who are taking extra days
out.
Your Task: Write a memo to company employees explaining the new telework policy. Make sure that you explain the problems
with the way that employees have been abusing the current policy.
Scenario B
It has been brought to your attention that employees are using the company copier to produce documents for personal use. Recently
you have personally found non work-related flyers for events, invitations to social gatherings, and other personal documents such as
tax forms and medical reports at the copy machine. Naturally, this places extra wear on the copier and increases the cost to maintain
the equipment for actual company work. This misuse of company property holds the possibility of forcing the company to purchase a
new copier during a very crucial period in the companyâ??s history. Such a purchase may force the company to file for bankruptcy.
Your Task: Write a memo to employees explaining the new company policy on using the copy machine. Your memo should include
a reference to the company code of conduct (ethics).
Scenario C
You have witnessed several employees drinking alcohol on the job during lunch hours. Additionally, you have been notified by CEO
Janice Davis that some employees have been inebriated when attending mandatory staff meetings and workshops. While what an
employee does on his or her break is not officially company business, the effects of such drinking has a decided effect on the
performance of an employees in the workplace.
Your Task: Write a memo to employees outlining the new zero tolerance alcohol policy.
Reminders:
All memos should:
â?¢ be one page in length.
â?¢ have visual appeal.
â?¢ include all relevant information for the user to make an informed decision.
â?¢ appeal to audienceâ??s expectations, attitudes, and technical background.
â?¢ contain action steps and a recommendation.
â?¢ be submitted in class and uploaded into Blackboard by due dates.
Notes:
1. Review the information presented in Chapter 14 as well as your notes to help you compose your memorandum.
2. Use the textbook as a guide not as a â??template.â? The sample memo provided on p.373 fits that particular scenario
and not necessarily this assignment. Memos that copy textbook samples (to include language and style) or use
templates will receive a zero!
Upload final memo to dropbox by due date and time. Remember that you only have one opportunity to upload your
work to Blackboard so be sure to be careful when uploading your document.
Writing Memos and E-mails
ï?¨
ï?¨
ï?¨
ï?¨
ï?¨
What is the difference between the three
formats used for correspondence in the
workplace?
What are the elements of a
memorandum?
What are the four parts of an memo or an
email?
What are netiquette guidelines?
What are other types of electronic
correspondence?
Memoranda
ï?¨ Emails
ï?¨ Business Letters
ï?¨
ï?¨
ï?¨
ï?¨
Memosâ??communication among those
within one organization
Emailsâ??digital communication least formal
Lettersâ??most formalâ??Include signature
ink, addressed to someone in another
organization
Mike Markel Technical Communications 2004 5th ed.
MEMORANDUM
header
Senderâ??s initials
rather than
signature
TO:
John Smith
FROM:
Lisa Clency lc
DATE:
September 25, 2005
SUBJECT:
Elements of a Memorandum
A memorandum does not begin with a salutation and does
not have a complementary closing line.
Use these five elements
to organize most memos:
â?¢
â?¢
â?¢
â?¢
â?¢
a specific subject line
a clear statement of purpose
a brief summary
informative headings
a prominent recommendation
Chapter 14. Writing Correspondence
© 2012 by Bedford/St. Martin’s
6
1.
2.
3.
4.
Subject line
Opening
Body
Closing
Business Communication: Process &
Product by Mary Ellen Guffey© 2008
Cenage Learning
ï?¨
ï?¨
ï?¨
ï?¨
Make it informative
Avoid meaningless or dangerous words
Issue, Problem, Important, Help
Free!–spam
Include a verb
Use the title case
Please Showcase Two Items at Our Next Trade Show
Business Communication: Process &
Product by Mary Ellen Guffey© 2008
Cenage Learning
ï?¨
ï?¨
Reveal the main idea immediately
Restate your purpose
Indirect Opening
Direct Opening
For the past six months the
Human Resources
Development Department
has been considering
changes in our employeeâ??s
benefit plan.
Please review the following
proposal regarding
employeesâ?? benefit, and let
me know by May 20 if you
approve these changes.
Business Communication: Process &
Product by Mary Ellen Guffey© 2008
Cenage Learning
ï?¨
ï?¨
Limit your topic to one subject
Design your information so that it is easy to
read
Hard-to-Read Paragraph Version
Effective immediately are the following air travel guidelines.
Between now and December 31, only account executives
may take company approved trips. These individuals will be
allowed to take a maximum of two trips and they are to
travel economy or budget class only.
Business Communication: Process &
Product by Mary Ellen Guffey© 2008
Cenage Learning
Effective immediately are the following air travel
guidelines:
ï?¨ Who may travel: Account executives only
ï?¨ How many trips: A maximum of two trips
ï?¨ By when: Between now and December
ï?¨ Air class: Economy or budget class only
Business Communication: Process &
Product by Mary Ellen Guffey© 2008
Cenage Learning
End with the following:
ï?¡
ï?¡
ï?¡
Action information
Dates or deadlines
A summary of the message or closing thought
Please submit your report by June 15 so that we can have
your data before your July planning session.
I sincerely appreciate your help with this matter.
Business Communication: Process &
Product by Mary Ellen Guffey© 2008
Cenage Learning
Your colleague wants to send the memo below to the new project manager, but she
has never written
a memorandum before. In your notebook, write appropriate
Memo1
solutions
problems. (Click your mouse 1x to view letter.)
To:to the numbered
Sidney Shelton
From:
R.2 Majors3
Subject: 4The implementation of the cardiovascular health program5
Date:
Monday, September 15, 2008
The program coordinator will solicit a request for participants who are at risk for heart
attacks, strokes, and coronary artery disease by advertising the Cardiovascular Health
Program. Respondents will receive initial screenings and lab work.
Qualified applicants will enroll in the program by participating three times a
week for four weeks in three hour class sessions held at our local facility. These classes
will emphasize stroke awareness, high blood pressure, cholesterol awareness, heart
disease, weight, diabetes, and the connection between oral health and cardiovascular
disease. The program aims to teach the participants how decrease their risk factors
through practical experiences.
6
7Sincerely,
Ronald Majors
Ronald Majors, 8Program Coordinator
1. Memo is an informal term
appropriate for conversation,
but not for written
3.presentation
Be sure to include
your
Memo1
2.the
TheTAB
ofup
names
in
4.
Use
key
to
line
correspondence.initials.
Memorandum
Memoranda
do
To:
Sidney Shelton
the
to line and
from line should not
second
columns
in
the
is
more
correct
for
business
requireTo:
a signature
From:
R.2 Majors3
be parallel.
S.your
Sheltonblock;
From:
Memorandum.
Align
situations.
instead
write
or
type
your5
4
Subject: The implementation of
the R.
cardiovascular
Majors or To:health
Sidneyprogram
Shelton
entries
evenly.
to your name.
Date:
Monday, September 15, 2008
From:initials
Ronaldnext
Majors
5. Treat
Subject line
entries as
The program coordinator will solicit a request for participants who are at risk
for heart
TITLES,
capitalize all
attacks, strokes, and coronary artery disease by advertising the Cardiovascular
Health
words
except
6. Use the BLOCK Format:
prepositions
space,
insert a blank
Program. Respondents willsingle
receive
initialand
screenings
and lab work.
and
line between paragraphs. Do
conjunctions
6Qualified applicants not
indent;
instead
align
text
to
will enroll in the program by participating three unless
times athey are
thehour
left.class
Never
mix single
week for four weeks in three
sessions
held at our local facility. These
classes
the first
or the
spacinghigh
andblood
double
spacingcholesterol
in
will emphasize stroke awareness,
pressure,
awareness,
heart
last word in
your
disease, weight, diabetes, and
thedocument.
connection between oral health and cardiovascular
the title.
disease. The program aims to teach the participants how decrease their risk factors
through practical experiences.
7. Do not insert a
signature block in a
7Sincerely,
memorandum.
Ronald Majors
8. Insert the job title in the heading under the
Ronald Majors, 8Program Coordinator sender/recipientâ??s name.
Memorandum1
To:
Sidney Shelton
Project Manager
From:
Ronald2 Majors RM3
Program Manager
Subject: 4
The Implementation of the Cardiovascular Health Program5
Date:
Monday, September 15, 2008
The program coordinator will solicit a request for participants who are at risk for heart
attacks, strokes, and coronary artery disease by advertising the Cardiovascular Health
Program. Respondents will receive initial screenings and lab work.
6Qualified
applicants will enroll in the program by participating three times a week for
four weeks in three hour class sessions held at our local facility. These classes will
emphasize stroke awareness, high blood pressure, cholesterol awareness, heart
disease, weight, diabetes, and the connection between oral health and cardiovascular
disease. The program aims to teach the participants how decrease their risk factors
through practical experiences.
78
Lannon, J. M.
Chapter 17. © 2006
Pearson/Longman.
ï?¨
ï?¨
ï?¨
ï?¨
ï?¨
ï?¨
Emails have no time constraints.
Emails are efficient for filing, retrieving and
forwarding information.
Emails permit attachments.
Emails permit democratic communication.
Emails permit spontaneous communication
(for creative thinking).
Emails permit collaboration and research.
ï??
ï??
ï??
ï??
ï??
Donâ??t use email when a more personal
medium is preferable.
Donâ??t use email for a detailed discussion.
Donâ??t use email for most formal
correspondence.
Donâ??t use email when you are conveying
copyrighted information
Donâ??t use your work email when
conveying private information
17
Follow these eight netiquette
guidelines when writing e-mail:
â?¢
â?¢
â?¢
â?¢
â?¢
Stick to business.
Donâ??t waste bandwidth.
Use appropriate formality.
Write correctly.
Donâ??t flame.
Chapter 14. Writing Correspondence
© 2012 by Bedford/St. Martin’s
18
Follow these eight netiquette
guidelines when writing e-mail (cont.):
â?¢ Make your message easy on the eyes.
â?¢ Donâ??t forward a message to an online
discussion forum without the writerâ??s
permission.
â?¢ Donâ??t send a message unless you have
something to say.
Chapter 14. Writing Correspondence
© 2012 by Bedford/St. Martin’s
19
Instant Messaging
ï??
Text-based, real-time conversation
Internal Blogs
ï??
Users can post information to be seen by all with access
Internal Wikis
ï??
Users can comment on earlier posts and edit them
External Blogs
ï??
Facilitate customer feedback and enhance public
relations
RSS Feeds
ï??
A retrieval program that monitors selected sites,
identifies relevant information, and sends links by email
to subscribers
20
â?¢
â?¢
â?¢
You are creating an archived communication
that reflects on you and your organization.
Anything you write is subject to the same laws
and regulations that pertain to all other kinds of
documents.
The best way to understand your responsibilities
is to study your organizationâ??s guidelines.
Chapter 14. Writing Correspondence
© 2012 by Bedford/St. Martin’s
15
Consider three factors when
writing to intercultural readers:
â?¢ the cultural practices of your readers
â?¢ the language use and tone preferred by your
readers
â?¢ the application choice and use preferred by
your readers
Chapter 14. Writing Correspondence
© 2012 by Bedford/St. Martin’s
22
Chapter 14
Writing Letters
Part II
Can you answer the
following?





What are the elements of a typical business
letter?
What is the difference between a modified
block and full block letter?
What are the four common types of
workplace letters? How do they differ?
What are the guidelines for writing claim
letters?
What are the guidelines for writing a â??badnewsâ? adjustment letter?
Three Formats Used for
Correspondence in the Working World
Lettersâ??include signature ink,
addressed to someone in another
organization (most formal)
 Memosâ??communication among those
within one organization
 Emailsâ??digital communication (least
formal)

Elements of a business letter
â?¢
Heading
â?¢
Inside address
â?¢
Salutation
â?¢
Body
â?¢
Complimentary close
â?¢
Signature block
â?¢
Reference initials
Sample Business Letter
1440 East 21st Street
Rochester, NY 14769
February 20, 2014
Mr. James Bradford
Personnel Manager
Blank Corporation
1334 Lovelace Lane
Huntsville, AL 35762
Dear Mr. Bradford:
_____________________________________________________
______________________________________________________
____________________________________________________
Sincerely,
Sabrina R. Williams
Sabrina R. Williams
Other Elements of Letters
â?¢
An attention line
â?¢
A subject line
â?¢
An enclosure line
â?¢
A copy line
Common Formats Used for Letters
â?¢
Modified block
â?¢
Full block
Common Types of Letters

Inquiry

Response to inquiry

Claim

Adjustment
Chapter 15. Writing Letters,
Memos, and E-mails © 2004 by
Bedford/St. Martin’s
Inquiry Letters
Goal: obtain information
â?¢
Explain who you are and why you are writing.
â?¢
Make your questions precise and clear.
â?¢
Indicate your schedule.
â?¢
Politely request a response.
â?¢
Always write a thank-you note to the person who
has responded to your inquiry letter.
Chapter 15. Writing Letters, Memos, and E-mails
© 2004 by Bedford/St. Martin’s
Response to inquiry letter
Goal: to respond so that the reader receives all the
needed information
 Answer questions in the order in which they appear in
the inquiryâ??repeat the questions if necessary. Try to
be as complete as possible, to assist your reader fully
and to avoid a second exchange of correspondence.
 If appropriate, refer the reader to additional sources
of information on the subject.
Excerpt taken from Kenneth Houp, et. al. Reporting Technical Information © 2002
Claim Letter
Goal: To convince the recipient that you
are a fair and honest customer who is
justifiably dissatisfied.
â?¢
Identify the product or service.
â?¢
Explain the problem.
â?¢
Propose an adjustment.
â?¢
Conclude courteously.
Chapter 15. Writing Letters, Memos, and E-mails
© 2004 by Bedford/St. Martin’s
Dear Mrs. Carson:
I was very disappointed and angry to
have the raisins in my cake mix sink to the
bottom. It was especially infuriating
because my bridge club had no dessert
because of your rotten product.
Donâ??t you think you owe me an
apology and money for a defective product?
Excerpt taken from: Rosemary T. Fruehling and NB Oldhamâ??s Write to the Point: Letters, Memos & Reports that Get Results © 1988
Key strategies for writing a
claim letter





Be firm but polite.
Assume that the organization will try to correct the situation
fairly.
Be specific about the problem and the inconvenience or injury
you have suffered as a result.
Provide necessary documentation (e.g., dates, times, places,
names, product numbers).
Suggest the adjustment you would like and encourage the
organization to make a fair adjustment.
Excerpt taken from Kenneth Houp, et. al. Reporting Technical Information © 2002
Dear Mrs. Carson:
I am sure you will want to know that
the raisins in your Streusel Coffee Cake Mix
sink to and settle at the bottom of the cake
when baked.
Will you please tell me why this
might have happened? I realize there are
several possible explanations. My supplier
may have kept the mix on the shelf too long,
or I may not have followed the directions
correctly. At any rate, I want to know so
that I can restore my faith in Streusel Mixes,
which have been a family favorite.
Excerpt taken from: Rosemary T. Fruehling and NB Oldhamâ??s Write to the Point: Letters, Memos & Reports that Get Results © 1988
Adjustment Letter
Goal: to respond to the claim letter and
tell the customer how the situation will
be handled.
Chapter 15. Writing Letters, Memos, and E-mails
© 2004 by Bedford/St. Martin’s
Key strategies for writing
adjustment letters
Good News lettersâ??offering adjustments
 Be firm but polite.
 Focus on keeping the customerâ??s goodwill.
 Express regret about the problem and thank the customer for
bringing it to your attention.
 Explain the circumstances that caused the problem.
 Describe specifically what the adjustment will be.
 Resolve any special problems that may have accompanied the
complaint.
 Close politely.
Excerpt taken from Kenneth Houp, et. al. Reporting Technical Information © 2002
Dear Mr. Keenan:
Thank you for your kind remarks about our new
catalog and for being a regular cash-purchase customer for
more than 10 years.
Your have remained a cash customer for so many
years, we are sure, because of our low prices and quality
merchandise. Savings to customers, however, are possible
only when losses are low.
To protect ourselves from losses, thereby ensuring
low prices and greater savings to our customers, we grant
credit only to those who earn a minimum of $300 weekly.
When your weekly income reaches the $300 minimum, we will
enthusiastically grant you credit.
Until then, take advantage of the great savings for
both cash and credit customers at our Krazy Days Sale
beginning Saturday, June 10.
Excerpt taken from: Rosemary T. Fruehling and NB Oldhamâ??s Write to the Point: Letters, Memos & Reports that Get Results © 1988
Bad News lettersâ?? refusing adjustments
 Be firm but polite.
 Meet the customer on some neutral ground.
 Explain why your company is not at fault. Express regret about
the problem and thank the customer for writingâ?? DO NOT
ADMIT GUILT.
 State that your company is denying the request for the reasons
you have noted. Explain the reason for refusal in detail. Show
the customer that you have given the complaint serious
consideration. Prepare the reader for the negative decision.
 Create goodwill. If possible, offer a partial or alternative
adjustment.
 Close the letter in a friendly way, leading the readerâ??s attention
away from the negative decision. Focus on the future instead of
the past. Never apologize for the negative decision or solicit the
readerâ??s understanding of your reasons for reaching it.
Excerpts in black taken from Kenneth Houp, et. al. Reporting Technical Information © 2002
Excepts in red: Chapter 15. Writing Letters, Memos, and E-mails © 2004 by Bedford/St. Martin’s

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