Unit-10-Memos--E-mails-and

Unit10Memos,E-mailsandNoticesMemo•internalcommunication•conveysthepointquicklyanddirectly•announcepolicies•disseminateinformation•delegateresponsibilities•instructemployees•reporttheresultofaresearchoraninvestigationThetone•conversationalordinarywordsfirst-personpronounsoccasionalcontractions•someoneyouarelessfamiliarwithThetone•relaxed•Nottobechattyorimpolite•Nothavetoprovidebackgroundinformation•Nottomakegoodwillefforts•AvoidwordyexpressionsandsentencesMaketheoveralllookneat•neat•grasphighlightsquicklyNumbersorbulletslistedvertically;Boldfaceoritalics;HeadingsandsubheadingsComponentsofMemos•Memoheadings•Body(noneedasalutationorcomplimentaryclose)•Asignaturemayberequired(optional)WritingPrinciple•Introduction•Details•Responsetobeneeded•CloseTo:EdwardSmith,PersonnelAssistantFrom:DonRily,CorporateLegalCounselorSubject:MeetingforEEOReportPreparationDate:July30,2005Let’smeetinmyoffice(Suite165)thisFridayat10:30A.M.tocompleteSection6ofyourannualequalemploymentopportunityreport.Youmustnowprovidetwoitemsofinformationthatwerenotrequiredlastyear:1.Whatprocedurewasfollowedinadvertisingavailablejobstomembersofminorityraces?2.Whatprocedurewasfollowedtoassurethatanapplicant’splaceofresidencywasdisregardedinhiringpractices?Pleasebringthisinformationwithyoutothemeetinginadditiontoinformationyounormallyincludeinthissectionofthereport.IlookforwardtomeetingwithyouonFriday.To:DepartmentManagersFrom:TrainingManagerSubject:In-serviceComputerClassesDate:24May,2004Wearearrangingatrainingcourseoncomputertoimproveourstaff’sabilityofcomputeruse.Thecourseisscheduledasfollows:1.FromMonday10Junecomputerclasseswillbeheldinthetrainingcenter.Therewillbe2groups:advancedlevel(10:30---12:00)andintermediatelevel(8:30---10:00).2.Pleaseencourageyourstafftoattendoneofthesessions.Allteachingmaterialswillbeprovidedbutstudentswillbeexpectedtodohomeworkandpreparationoutsideworkinghours.3.PleasesendmethenamesofallinterestedstaffbynoononFriday28November.4.Thesizeofeachclasswillbelimitedto16participants.To:AdamField.InternalAuditorFrom:Philip,SalessupervisorforCosmeticsSubject:ResponsetoRequestforNew-LifeCosmeticsSalesRecordsDate:6March,2004Ihavereviewedyourrequesttoseelastquarter’sPearlCosmeticssalesrecordsbyMarch12withMarySmith,theassistanttothevicepresidentofsales,JackPeterson.MaryandIcheckedSection6ofourpolicymanualandconfirmedthatJackmustgivepermissiontoreleasemanyclassifiedrecordseitherinternallyorexternally.Allcosmeticssalesrecordsareclassified.JackisvacationinginTibetandcannotbereacheduntilhereturnstoworkonMarch17.MarysaidthattheserecordsarecompleteandcanbesenttoyouonMarch17,ifJackapproves.ShouldyouneedanyunclassifiedcosmeticsrecordstohelpyoucompleteyourauditbyMarch30,Icansendthemtoyounow.Recordssuchasthoseofstaffhoursspentonsellingcosmeticsareunclassified.CallmeatExtension5168totellmewhatelseyouneed,ifanything.To:D.WayneHumenFrom:TinaMatthews,Date:April10,2005Subject:SalepersonnelresignationinWashingtonRegionAsyousuggested,IspentthepastweekinWashingtontoseewhatIcouldlearnabouttheheavyturnoverofsalespersonnelthere.Iwasabletogetintouchwiththesixsalepersonnelwhoresignedduringthepastsevenweeks.Eachspokehighlyofourproductsandthecompanyasawhole.Ifoundthatineveryinstancetheoverridingreasonboilsdowntomoney.Allclaimedbigincreasesinincomeinthenewjobs-----inthreecases25%ormore.Also,theincentiveplansbasedonincreaseinsalesvolumeofferedbyothercompanieswereapowerfulinducement.Ofthesixwholeft,fourwenttoMCCompany,whichisourtoughestcompetitorintheWashingtonarea.Ivisitedwithsevenofourpresentrepresentativesandthesubjectofmoneycameupconstantly.Indeed,therewereveiledthreatsthattheymayleavesoonifoursalary-incentivearrangementisnotchanged.Itseemstome,Wayne,thatweneedtotakeacloselookatourcompensationpolicy,andIsuggestwenameataskforcecomposedofyourself,me,thepersonaldirector,andthreeregionalmanagers.Iamsureyouknowthattimeisimportanthere,andIhopewecangetthistaskforcesetupinthenextweekortwo.To:AllanJackson,From:JackNelson,ManagerDate:21April,2004Subject:PurchaseofAccountingComputingPackagesYourproposalindicatedtwonewpackagesaresuitedtoourcurrentandprojectedneeds.Action1.Pleaseorderthesepackagesfromthesuppliernominatedintheproposalandarrangefortheirinstallationonourterminalsassoonaspossible.2.Couldyouorganizeandbeinvolvedintrainingforeachofourcomputeroperators?3.PleaseseemesometimeonWednesdaytoarrangeareductionofyourregularresponsibilitiestogiveyoutimetocompletetheproject.To:ProductionDepartmentFrom:MarketingDepartmentDate:May21st,2004Subject:TheProposalofColorBathtubsProductionAccordingtoourrecentmarketresearch,thesalesofwhitebathtubsaredecreasinginthelocalmarketbecausemoreandmorecolorbathtubshaveenteredthismarketfromUSA,Italyandsomeothercountries,whichhavebeenreplacingthewhiteonesgradually.Therefore,inordertomaintainourshareofthemarket,weproposethatcolorbathtubsbemanufacturedbyus.Ifwehaveourownproducts,weare,ofcourse,inastrongerpositionbecausewecansavealotfromimportexpensessothatwehaveanadvantageinlowcosts.Moreover,wecangetenoughpigmentsinthelocalmarketatratherlo