Memo writing

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SCENARIO & TASK

You are the Treasury Assistant at the Community Boost Corporation.

You perform a variety of tasks, but today you need to draft a memo announcing a meeting for all staff in the Marketing Department. The date for the meeting is Tuesday, June 30, 2020. You have booked room A325 for this meeting and have blocked off three hours in A325 starting at 1:30pm, although the meeting may not take a full three hours.

You will send out an agenda closer to the date of the meeting, but for now you want your readers to know that the meeting will review the state of the department’s current budget before the end of the fiscal year (July 30, 2020) and will discuss the proposed budget for the next fiscal year. The meeting will also review the need for additional clerical support (through hiring a full-time or part-time clerical worker) for the Marketing Department. Also, you would like the staff from this department to send you any suggestions for other agenda items.

Attendance is important, so you would like your readers to confirm that they will attend by contacting you. Will you ask them to do so by phone or e-mail?

Some staff members in the Marketing Department are notorious for arriving late to meetings. Late arrival is unprofessional. It is disrespectful to those who arrive on time and it is also disruptive. You want to encourage people to arrive on time so the agenda items can be discussed fully and efficiently—without the need to repeat information for those who arrive late. How can you effectively persuade staff to show up on time?

REMINDERS

Use the direct method of organization

Use graphic highlighting techniques (bold font, lists, tables etc.) to emphasize key points and make important information stand out

Consider your audience carefully and check that your memo is as reader-friendly as possible

Write your memo in complete, correct, and properly punctuated sentences

Include a goodwill statement in the final sentence

Proofread and spellcheck your memo before handing it in

Adhere to a strict word count of 150-200 words, not including the subject line or anything above it. You will lose marks for going under or over the word count range.

MEMO FORMAT

It is important that your memo be correctly formatted. Your textbook and the BrightSpace materials have examples of properly-formatted memos. Considering using one of the memo templates contained in MS Word, but make sure it has the following fields: To, From, Date, Subject (Re:)

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ID projekta: #26244817

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