When the audience is not receptive to the message, it is best to lead up to the purpose gradually. The direct approach is used for good news or routine communication the indirect approach is used for persuasive, sales, or bad news messages.Ī directly stated purpose is welcome in good news or routine messages, but could be viewed as abrupt or insensitive in a bad news or persuasive message. The purpose is revealed in the body of the message, usually sandwiched between supporting details. The indirect organization strategy opens with relevant, attention-getting details that do not directly state the purpose of the document.The direct organization strategy presents the purpose of the document in the first paragraph (sometimes the first sentence) and provides supporting details in the body.Professional communication forms are organized according to one of two strategies: Direct and indirect. However, if a report using memo format stretches to a few pages in length, double spacing may be used to improve its readability. The text of memos typically uses block format, with single-spaced lines, an extra space between paragraphs, and no indentions for new paragraphs. If not, the order listed above, double-spaced, is the most common. Many organizations have their own style preferences on these issues. Furthermore, the order of the items can vary. These headings may be double- or single-spaced, and the SUBJECT line is often in all capital letters. Make it specific so that readers can immediately identify the topic. SUBJECT: Think of the SUBJECT line as the title for the memo.FROM: List the name and job title of the writer(s).If there are several recipients, it’s acceptable to use a group name, such as “All Employees” or “Personnel Committee Members.” TO: List the names of the recipients of the memo.DATE: List the date on which the memo is distributed.An RE (“Reference”) line may be used instead of SUBJECT, but this use is becoming rarer as “RE” is often mistaken as “Reply” because of its use in email. Other lines, such as CC or BCC, may be added as needed. Memos (or memoranda) are typically used for fairly short messages of one page or less, but informal reports of several pages may also employ memo format.įormat Memos are distinguished by a header that includes DATE, TO, FROM, and SUBJECT lines. Short for “memorandum,” a memo is a type of document used to communicate with others in the same organization. Different organizations may have different formatting procedures, so be flexible in adapting your writing skills."Memos" was written by Lee Ann Hodges, Tri-County Community College Not all memos will be the same, and the structure can change as you see necessary. This is a suggested distribution of the material to make writing memos easier. Closing Segment, Necessary Attachments: 1/8 of the memo.Summary, Discussion Segment: 1/2 of the memo.Opening, Context and Task: 1/4 of the memo.Sections: The sections of the memo should be allocated in the following manner: Using lists will help you be concise when writing a memo. This will draw the readers' attention to the section and help the audience remember the information better. Use Lists: For easy reading, put important points or details into lists rather than paragraphs when possible. The major headings you choose are the ones that should be incorporated in your purpose-statement in the opening paragraph. For example, instead of using "Summary" for your heading, try "New Advertising Recommendations," which is much more specific. Write headings that are short but clarify the content of the segment. Therefore it is beneficial to use headings and lists to help the reader pinpoint certain information.Īdd Headings: You can help your reader understand your memo better by using headings for the summary and the discussion segments that follow it. Business materials should be concise and easy to read. Instead of using indentations to show new paragraphs, skip a line between sentences. A memo is usually a page or two long, single spaced and left justified. The format of a memo follows the general guidelines of business writing. This handout will help you solve your memo-writing problems by discussing what a memo is, describing the parts of memos, and providing examples and explanations that will make your memos more effective. Writing Letters of Recommendation for Students.
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