archive-edu.com » EDU » C » COLOSTATE.EDU

Total: 1507

Choose link from "Titles, links and description words view":

Or switch to "Titles and links view".
  • Instructional Memos
    Your Scope The scope of an instructional memo should stick closely to the subject line of the heading making its objective clearly comprehensible to its readers while alerting them to the relevance of the information it is delivering The subject line should define the specific topic that your information relates to and the opening paragraph should remove any question from the reader s mind regarding the built in who what where when and why s of that topic If required a summary and discussion following the opening should flesh out the need to know details and close any so what doors that may have been left open Think of it this way the ignore this memo room is right through those so what doors Shut them Determine the scope of your memo First write down a clear description of your topic in the subject line Be specific Next review your list of answers to the W questions Beef it up with new lines containing need to know information that helps your reader understand the memo s relevance Again sentence fragments are fine On completion you will have determined your scope Later while drafting your memo this list will be turned into complete sentences and paragraphs Organize Your Letter Before drafting an instructional memo pick out an organizational method that best suits the logical or sequential order in which you would like the details to appear A simple outline will help organize your thoughts You have already begun this task by creating lists that helped you establish your objective and determine your scope Refer back to them Together they include much of the content that will become the body of your memo Begin to organize your memo Review the work you did and organize your lists with an eye toward building a framework in which your reader will clearly understand the relevance of your information If your outline seems disorganized you probably have something out of order Feel free to move things around On completion you will have a simple outline that you can use as a reference guide when you begin drafting your memo Draft Your Memo The best way to draft an instructional memo is to write quickly you should work from an outline You have already organized yourself with a sequentially ordered list consequently you already have an outline This list is all you need Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea Your voice needs to be natural and strong clear and cohesive as if you were speaking to someone in person Write quickly and concentrate on communicating your objective When you are through read the draft out loud Listen as if you were the reader Does the scope of your memo contain everything on your organizational list Does it include everything the reader needs to know Keep in mind that you are writing a rough draft For the moment you can ignore spelling and

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1482&guideid=73 (2015-10-15)
    Open archived version from archive


  • Formatting Business Memos
    Notations Resources Print Friendly Format About this Guide Contributors Citation Business Memos Formatting Business Memos The format of a business memo differs in two significant ways from that of a business letter 1 it does not include an inside address and 2 it does not include a salutation or a complimentary close Those elements all of which are required in a business letter are not required in a business memo There are only two formatting decisions to make each of which is a simple matter of preference The heading may be formatted either vertically or horizontally and the body in either a full or modified block style Full Block Style Left justified single spaced paragraphs separated by a double space Modified Block Style Indented single spaced paragraphs not separated by a double space Secondary Pages All but the first page should include a header containing the recipient s name the page number and the date The three elements of a business memo are the title the heading and the body When additional notations are required they should be justified to the left hand margin two spaces below the body Previous Continue Introduction Tweet HELP SITE INDEX ABOUT THIS SITE CONTACT

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1483&guideid=73 (2015-10-15)
    Open archived version from archive

  • Memo Title
    communication There are no hard and fast rules governing the size of the letters but the font you select should be sized one or two points larger than that of the text found in the actual message Standard message text is 12 so select 14 or 16 on your toolbar Try each one on for size and pick one that pleases you Stick with your choice in all future business

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1484&guideid=73 (2015-10-15)
    Open archived version from archive

  • Memo Heading
    should make based upon the relationship you have with the reader When two or three people are to receive the same memo all of their names may be placed on the same line They should appear either alphabetically or in descending order according to where they rank in a company s organizational chart When the number of people meant to receive the same memo is too large place only the first or most important name on the line The rest can then be named in a cc notation On many occasions it is appropriate to use a generic term such as Colorado Wyoming and Montana Sales Associates in place of a proper name FROM Your name goes here As with the recipient s name titles such as Mr Mrs and Dr are not customarily used in this field In formal situations however you should use your full name followed by a job related title such as Public Relations Manager if it helps identify you to those with whom you are not acquainted Again as with the recipient s name your decision on the level of formality is a judgment call that should be based upon the relationship you have with the reader If a first name or a nickname is appropriate by all means go ahead You should hand write your initials near the end of your printed name It personalizes your business memo while authorizing its contents DATE To avoid any misunderstanding the date should always be spelled out It s a cultural thing In the United States the numerical representation 7 4 04 means July 4 2004 in other countries it means 7 April 2004 In a globally interconnected business world accuracy on this point is essential SUBJECT This field is important and needs to be precise and

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1485&guideid=73 (2015-10-15)
    Open archived version from archive

  • Memo Body
    other subject areas If you have two subjects send two memos If not and the memo is still long you may want to turn it into a report or a summary of a report and sent it out attached to a memo that briefly describes what it is about A complex memo will include the following four elements Opening Who What Where When Why The opening sentence of a business memo should state the objective or reason for writing The objective is the answer to some or all of the W questions a person might reasonably ask after having read the SUBJECT line of a memo Should one sentence not be enough to convey the objective one or two more sentences can supply the background information necessary for the reader to comprehend the memo s purpose Summary Following the opening furnish the details provide describe and analyze whatever information or instructions are relevant to the subject at hand The key is to present the details in an uncomplicated manner The reader should be able to quickly single out specifically what is most important for him or her to know This can often be done in a bulleted list however it is important to avoid going overboard Lists by nature are short on context They are great for simple messages but nevertheless you must supply enough information for the list to make contextual sense More complex messages can be broken into subsections with descriptive headings printed in bold underlined or italicized Discussion When necessary follow your summary with a section rounding out the details of your business memo Include contextual material that specifically supports the information or instructions you are providing Remember that a memo is also a reference tool and may be called upon at any time to provide a

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1486&guideid=73 (2015-10-15)
    Open archived version from archive

  • Additional Notations
    enclosed by the writer the enclosure is noted in one of the following ways Enclosure Wholesale Pricing Packet Enclosures 5 Enc or Encs When a memo has been dictated to an assistant it should be initialed Both writer and assistant are acknowledged with their personal initials The writer s initials appear in uppercase letters and the assistant s will appear in lowercase letters in one of the following ways EIB

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1487&guideid=73 (2015-10-15)
    Open archived version from archive

  • Preparation
    or a compelling reason to read the document For Example Not So Good To explain the proposed cafeteria at Better Widget Makers Inc Good To explain how the newly proposed cafeteria at Better Widget Makers Inc will benefit the employees the company and the Silver City community A specific objective simply stated can be viewed as a thesis statement for your writing project Notice how the above example includes three main topic areas and how easy it will be to convert them into main headings below the thesis statement in an outline Readers Identifying your readers will answer another critical question about the writing task How can you help them understand your objective Knowing who your readers are and what they need from you is crucial to satisfying your objective It will also determine the scope of your writing task Successful business writers know that the answers to who and what will lead to how So target your audience and get to know a few things about them Ask yourself some key questions Who is going to read your document Will it be one person or many Are you writing a letter to a new client or a quarterly summary for the Chief Financial Officer Are you writing a departmental memo or the shareholders annual report What information will they need Notice the hierarchical status of different readers Understand that this status defines the reader s relationship to a subject or topic It indicates something about what their perspective or personal interest might be and something about how much they might already know or how much they might need to know about the material Once you have a clear understanding of your audience you are prepared to determine the scope of your document write effectively both of which will help

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1451&guideid=70 (2015-10-15)
    Open archived version from archive

  • Research
    name of the contact person to whom you are writing A report or summary on the other hand may require something more Before writing a report projecting the earnings to expense ratio for the coming year for instance you might want to meet with the accounting staff for a review of quarterly financials from previous years Regardless of the amount of research the information you gather will fall into one of two categories Depending upon the source your information will be either primary or secondary Depending upon your objective scope and audience you may rely more heavily on one than the other Information gathered from multiple sources will provide the facts that substantiate and clarify your objective As you identify relevant sources of information include yourself Personal experience counts After all among the credentials underscoring your involvement in the writing task are your background qualifications and your first hand knowledge of the topic Search your own personal resources Check your own databases Look in the file cabinet As your research progresses compile notes either on index cards or in a computer Include what you already know about the subject and what remains to be discovered Brainstorm with yourself and others

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1452&guideid=70 (2015-10-15)
    Open archived version from archive