Reference no: EM131694380
Assignment 1: Indirect Memo
Some memos you write will be negative in tone, such as "bad news" messages or anxiety-producing announcements that deal with change or involve unpopular topics. You must prepare the reader for what is to come.
Do not hint at the bad news in the subject line or begin the memo with the bad news. In the indirect memo, you should start neutrally, perhaps acknowledging that you have received a correspondence or message or thank your colleague for contacting you.
In the indirect memo, the writer
- starts with a buffered subject line that doesn't turn off the readers or make them too angry to finish the memo,
- begins the first paragraph neutrally and then gives the bad news at the end of the first paragraph,
- presents the negative message in its most positive form without misleading or lying to the reader, and
- emphasizes the benefit statement (if there is one) for reinforcement.
As with all business writing, use appropriate, concise language and a courteous tone.
The organization of the indirect memo is
1. Neutral beginning without misleading the reader; end the paragraph with the
bad news itself
2. Education/explanation or directions that readers must have or follow because of the bad news
3. Emphasis of the positive aspects of the information, if possible (no "Have a nice day" or "Call me" endings)
Memo Assignment 2
Assume you are the training manager who approves or rejects tuition reimbursement requests from employees working toward their degrees. One employee, Jeff Lane, has completed and received an A in Accounting I. He recently submitted a request for $389 which includes $250 for tuition, $25 for a late registration fee, and $114 for books. However, the company will reimburse 100 percent of tuition costs only. Write a memo giving Jeff the bad news that the company is not reimbursing him for the full amount he has requested.
Use your imagination to add details that make this more realistic. For example, make up and cite the current tuition reimbursement policy or mention the page numbers of the employee handbook that state the tuition reimbursement information. As always, keep the tone courteous.
Keep in mind the guidelines for bad news/indirect memos.
Use the correct format (the format I gave you for Memo Assignment 1). Your grade will also be based on the following:
• appropriateness of tone (this is an indirect memo)
• appropriate paragraph length and number of paragraphs (minimum of three)
• proper spelling, punctuation, and sentence structure and lack of typographical errors; Times New Roman font, 12 pt. size
• no list - a list emphasizes (you want to de-emphasize fault)
Things to think about:
What about the subject line?
How can you start the memo?
Is there anything positive that you can emphasize?
How can you educate Jeff about the policy?
Do not apologize: you have done nothing wrong!