format and layout of Business Documents Memos ?? Digital media have replaced most internal printed memos in many companies, but you may have occasion to send printed memos from time to time. These can be simple announcements or messages, or they can be short reports using the memo format. On your document, include a title such as MEMO or INTEROFFICE CORRESPONDENCE (all in capitals) centered at the top of the page or aligned with the left margin. Also at the top, include the words To, From, Date, and Subject—followed by the appropriate information—with a blank line between as shown here: MEMO TO: FROM: DATE: SUBJECT: Sometimes the heading is organized like this: TO: DATE: MEMO FROM: SUBJECT: The following guidelines will help you effectively format specific memo elements: ?? ?? ?? ?? ?? ?? Addressees. When sending a memo to a long list of people, include the notation See distribution list or See below in the To position at the top; then list the names at the end of the memo. Arrange this list alphabetically, except when high-ranking officials deserve more prominent placement. You can also address memos to groups of people—All Sales Representatives, Production Group, New Product Team. Courtesy titles. You need not use courtesy titles anywhere in a memo; first initials and last names, first names, or even initials alone are often sufficient. However, use a courtesy title if you would use one in a face-to-face encounter with the person. Subject line. The subject line of a memo helps busy colleagues quickly find out what your memo is about, so take care to make it concise and compelling. Body. Start the body of the memo on the second or third line below the heading. Like the body of a letter, it’s usually single-spaced with blank lines between paragraphs. Indenting paragraphs is optional. Handle lists, important passages, and subheadings as you do in letters. Second page. If the memo carries over to a second page, head the second page just as you head the second page of a letter. Writer’s initials. Unlike a letter, a memo doesn’t require a complimentary close or a signature because your name is already prominent at the top. However, you may initial the memo—either beside the name appearing at the top of the memo or at the bottom of the memo. Other elements. Treat elements such as reference initials and copy notations just as you would in a letter. One difference between letters and memos is that while letters use the term enclosure to refer to other pieces included with the letter, memos usually use the word attachment. Memos may be delivered by hand, by the post office (when the recipient works at a different location), or through interoffice mail. Interoffice mail may require the use of special reusable envelopes that have spaces for the recipient’s name and department or room number; the name of the previous recipient is simply crossed out. If a regular envelope is used, the words Interoffice Mail appear where the stamp normally goes, so that it won’t accidentally be stamped and mailed with the rest of the office correspondence. 104 Unit 2: The Three-Stop Writing Process 5: Completing Business Messages 105 Use Lists and Bullets to Clarify and Emphasize An effective alternative to using conventional sentences is to set off important ideas in a — a series of words, names, or other items. Lists can show the sequence of your ideas, heighten their impact visually, and increase the likelihood that readers will find your key points. In addition, lists simplify complex subjects, highlight the main point, ease the skimming process for busy readers, and give them a breather. Consider the difference between the following two approaches to the same information: Narrative Owning your own business has many advantages. One is the ease of establishment. Another advantage is the satisfaction of working for yourself. As a sole proprietor, you also have the advantage of privacy because you do not have to reveal your information or plans to anyone. List Owning your own business has three advantages: • Ease of establishment • Satisfaction of working for yourself • Privacy of information When creating a list, you can separate items with numbers, letters, or bullets (a general term for any kind of graphical element that precedes each item). Bullets are generally preferred over numbers, unless the list is in some logical sequence or ranking, or specific list items will be referred to later on. Lists are easier to locate and read if the entire numbered or bulleted section is set off by extra space before and after, as the preceding examples demonstrate. Furthermore, when using lists, make sure to introduce them clearly so that people know what they’re about to read. Bibliography: Courtland L., B., & John V., T. (2007). Completing Business Messages. In D. Parker, R. Butera, & M. Boos (Eds.), Business Communication Essentials (3rd ed., pp. 104105). Upper Saddle River: Pearson Prentice Hall. 1Lists are effective tools for highlighting and simplifying material. Memes Gran Share TOS dre 10 Scenario (Good News) As the Sales Manager for ABC Corporation, it is my pleasure to announce to your department have been awarded a grant for outstanding sales. Determine the amount of the grant and the specific criteria for selection. Write a memo explaining this scenario to these employees. Use the direct approach. Header: Begin your memo with the four standard memo heads (Date, To, From, Subject). The Subject should be the positive message. Body/Discussion: Remember that memos do not begin with greetings or salutations. This is a direct approach announcement of positive news, so begin your first paragraph with the good news, and commend them for their achievement Provide details regarding the factors that led to the good news and any other details, including when the grant will be awarded, and any other relevant information. The final paragraph is where you explain that the company looks forward to continuing the grant distribution in the future, commensurate with employee performance. Thank the employees again for their outstanding contributions, and conclude the memo by indicating how the reader may contact you if he/she has any questions. Scenario (Bad News) Due to Covid-19, ABC Corporation will have to lay-off or furlough some employees. Write a memo to the employees explaining this scenario. Use the indirect approach. Header: Begin your memo with the four standard memo heads (Date, To, From, Subject). Body/Discussion: Remember that memos do not begin with greetings or salutations. Use the indirect approach when announcing negative news. Use buffer. Provide background context that will help them to understand the reason for the bad news. Use clear but positive language. Avoid ending with negative impressions. Try to end with a message of hope and optimism. Conclude the memo by indicating how the reader may contact you if he/she has any questions. Purchase answer to see full attachment Explanation & Answer: 400 words Tags: Sales Manager for ABC Corporation Department for Outstanding Sales corporation and awarded accordingly excellent performance in the future the price and market value User generated content is uploaded by users for the purposes of learning and should be used following our company’shonor code & terms of service.