Memorandum Date 12 March 2003

To: Sales Manager

From: Henry Smith

Personnel Director

Sales presentation: 20 September 2003

This is to inform you all that you and members of your sales team will be making a sales presentation to members of the Board at 4 p.m. on 20 September. As agreed, your presentation will take the following form:

1. Total sales for the years ending 2002.

2. The trend in total sales over the period 1998-2003.

3. The regional distribution of sales, with indications of areas of growth and “problem areas”.

4. Sales forecasts.

I hope that you and your team will give us a clear picture of our sales performance.

Example 2.

Memorandum

Date: December 9, 2003

To: All employees

From: G. P. Putnam, Conference Planning Office

Subject: Meeting on “Management by Objective”. December 10-12

1. On December 10-12 Genetech, Inc. will host a conference on “Management by Objective” which will be held in the Building Six Auditorium.

2. Approximately 500 conference participants are expected, which will cause crowding at some of the corporation’s facilities. The Building Six Parking Lot will be reserved for conference attendees. Employees who normally park there should make an effort to use other lots. Also, between 11.30 a.m. and 12:30 p.m, the Administrative Building Cafeteria No 3 will be occupied by conference attendees. Corporation employees should plan accordingly.

3. As always, your cooperation in these matters is greatly appreciated.

Memos are effective when their style is engaging and clear.

Guided Reading

1. What is the purpose of each of these two memos?

2. What action is required of the readers of each memo?

3. What has prompted the writing of each memo?

4. Which writer shows more respect for his readers?

5. Which memo appears to have been written more calmly and carefully? Give reasons.

Task 1. Read and translate the following abstract. Try to remember the definitions concerning direct and indirect methods of writing memos.

While writing memos you may use direct and indirect method. The most common organization for effective correspondence is the direct approach. In this organizational pattern, you begin right up from your main point.

For example, if you want someone to take a particular action, ask right away, then give details. If you have news to convey, say so in the first paragraph of your memo. Being direct has the benefit of stating your purpose at the outset and saving the reader’s time. The direct approach has five elements:

1. Introductory greetings (not necessary in some memos).

2. Main point of the memo.

3. Details.

4. Action step (if necessary).

5. Closing.

This approach works extremely well when you know your audience is not hostile to what you have to say. Otherwise, such directness can be off-putting. When the audience is likely to resist your point, an indirect approach is the best strategy. In this situation, begin with buffer material that will win your trust and good will. One of the best ways to accomplish this task is to show that you understand your readers’ point of view and share their concerns. Usually this technique disarms hostility and increases your credibility, encouraging readers to be more sympathetic to what you have to say. Once you have convinced readers that you understand their perspective, introduce your own thoughts in a logical, nonthreatening manner. Present your opinion reasonably and clearly. Close with a reassurance that you have given every possible consideration to the entire situation and hope they can see your point of view.

A summary of the indirect approach looks like this:

1. Introductory greeting.

2. Buffer/ Affirmation of readers’ perspective.

3. Proof that you have looked at all sides of the situation.

4. Your opinion presented in a reasonable, nonthreatening manner.

5. Action step (if necessary).

6. Closing.

Knowing how to approach professional correspondence is a vital skill for your success in the work.

By evaluating one or another situation, you can decide whether to use direct method or the indirect in the memos you write.