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MEMO Writing Objectives : Know the purpose, audience of, and parts of a memo.

MEMO Writing Objectives : Know the purpose, audience of, and parts of a memo. Correctly use the different types of memos Produce an informative memo with feedback. Types of Memos. Informative (give basic information) Directive (tell readers to follow a policy)

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MEMO Writing Objectives : Know the purpose, audience of, and parts of a memo.

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  1. MEMO Writing • Objectives: • Know the purpose, audience of, and parts of a memo. • Correctly use the different types of memos • Produce an informative memo with feedback

  2. Types of Memos • Informative (give basic information) • Directive (tell readers to follow a policy) • Response (respond to another memo) • Reports (an informative memo, but for the purpose of giving a status update on a project or solving a problem) • Persuasive (request an action, get approval or ask someone to make a decision)

  3. Types of Memos Persuasive informative Persuasive Directive Report Response Nurse Susan wants to change a policy at ABAC. Which type of memo is most appropriate for this purpose? After reading her request, Dr. Zackary has a few questions to ask Nurse Susan. Which type of memo is most appropriate for his purpose?

  4. Example of a Poorly Written Memo

  5. What is wrong with this letter? You should never ask for religion or health status of individuals. These are private matters. Instead, you should ask for food preferences.

  6. See page 78 & 79 Please circle the following preferred items: Meat: chicken pork beef fish shellfish Preferred type of food: vegetarian vegan meat ok Please indicate if you have any other requests: no peanuts

  7. Parts of a Memo Heading Message Signature Block In an office memo, not required) Attachment Only used if you have additional Information you want to give or receive from your readers.

  8. Heading A subject that is a bit wordy, but more specific Request Update to Emergency Contact Information by August 21st.

  9. BODY OF YOUR Message Paragrph 1: Introduction: State your purpose Paragraph 2: BackgroundInformation: Give relevant Information Paragraph 3++ Last paragraph: Restate your purpose, give final instructions

  10. Which sentence do you think is best? • Please read the following updates careful, then fill out the attached form, and turn it into your immediate supervisor before close of business August 21st, 2011. • Respectfully, It is highly advisable that you read the following information very carefully, and upon completion, fill out the attached form before turning it into your immediate supervisor before the August 21st, 2011 deadline approaches. • If you please, the letter should be read , and the attached form must be turned into your immediate supervisor before it is submitted to the H.R. office prior to the August 21st deadline. This one is best: Direct, active voice, avoiding unnecessary words.

  11. Remember: • The subject should be SMART • The attachment should not ask rude, highly personal, or insensitive information from the reader. • If you have more than a two items to discuss in a particular subject, you should use bullets or a list format. • Schedules, plans, instructions, etc. should be very clear, but also visually appealing (make it look clean and uncluttered via a table, list, or chart).

  12. Orangutan Camp

  13. Orangutan Camp PURPOSE: The office of student affairs in partnership with St. Jude’s XYZ outreach program would like to: Increase awareness of Orangutan endangerment Promote global awareness education Provide students with extra University credits (1 credit)

  14. Orangutan Camp Dates: August 1, 2, and 3rd Location: Country XYZ The camp has a clinic, kitchen, and private sleeping quarters with a refrigerator in each room. However, one night during the camp, we will be camping in the jungle 4 miles from the main campsite.

  15. Orangutan Camp ACCOMODATIONS: Camp grounds 1 night will be spent in the jungle with no refrigeration or electricity Dorms are small, and beds are on the floor (a simple cot). Food will be provided by the St. Jude foundation.

  16. Orangutan Camp XYZ Country’s laws: An automatic 30 day visa will be given at the border for 2,000 Thai baht for all countries except: a. China b. The USA c. Myanmar d. Vietnam The above countries must go to their embassies to gather a form DA-555 ( 1000 Thai Baht) before entering XYZ country.

  17. Orangutan Camp A person may go on the camp trip, but not be allowed to camp in the jungle for the one “jungle night” if: They are allergic to bee stings Require medicine to be stored in a cool place (XYC country has very hot, humid weather). Can not handle physical stress—the jungle site is a 4 kilometer hike up a mountain.

  18. Orangutan Camp HOMEWORK ASSIGNMENT: Write a memo inviting people to the Orangutan Camp weekend. Make sure you have an attached form for a questionnaire.

  19. Orangutan Camp BE POLITE, BE POLITE, BE POLITE Remember, St. Jude is a Christian organization. This means the meals they serve may have meat, including beef and pork. Some religions do not eat pork or beef. Also, the one night in the jungle may prevent people with diabetes, allergic reactions to bee stings, or other sicknesses from joining the jungle trip. Do not ask them about their ailments in a rude manor.

  20. Questionaire NO open ended questions!

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