Case Scenario:
You’re the Human Resources Manager at a printing company. For many years the company’s cafeteria has provided excellent service, offering breakfast from 7:00 to 8:30 a.m. and lunch from 11:00 a.m. to 2:00 p.m. It also serves as a break room, selling coffee, soft drinks and snacks all day. However, the cafeteria is badly in need of modernization. Work is scheduled to begin next Wednesday and will take two months. Naturally, the cafeteria will have to be closed while renovations are in progress. Employees will still be able to have lunch and breaks, however, because temporary facilities are being set up in Room 101 of Building B, a now-vacant area formerly used for storage. The temporary cafeteria will provide all the usual services except for breakfast. Obviously, employees need to know about the situation. Write a memo.
To complete your document successfully, follow the steps below.
Your readers in the scenario are employees of your company. To be sure you are aware of their needs and preferences. you should have an introduction (2-4 sentences perhaps), body paragraphs (several sentences as necessary), and a conclusion (2 or 3 sentences). Be sure that you organize the information appropriately for the subject (e.g., good news? bad news? both?). Of course, format is very important as well.
NOTE: You will need to add necessary details, but you may not change the facts of the case. For example, you will need to come up with a company name and details about the renovation, etc., but you cannot offer your employees excessive compensation for the inconveniences posed by the situation.
HINT: This is definitely a scenario in which you have to look at the situation from the perspective of the reader . . . what’s in it for him/her? How will the readers benefit from the renovation, even if not immediately? What will the “new” cafeteria have that will improve the working conditions for the reader? (In other words, why might a little inconvenience be worth it? Oops! “Inconvenience” is negative, isn’t it? Could I substitute something like temporary relocation? That’s neutral! )
Memos are distinguished by a header that includes DATE, TO, FROM, and SUBJECT lines. Other lines, such as CC or BCC, may be added as needed. 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.
DATE: List the date on which the memo is distributed.
TO: List the names of the recipients of the memo. If there are several recipients, it’s acceptable to use a group name, such as “All Employees” or “Personnel Committee Members.”
FROM: List the name and job title of the writer(s).
SUBJECT: Think of the SUBJECT line as the title for the memo. Make it specific so that readers can immediately identify the topic.
These headings may be double- or single-spaced, and the SUBJECT line is often in all capital letters. Furthermore, the order of the items can vary. Many organizations have their own style preferences on these issues. If not, the order listed above, double-spaced, is the most common.
The text of memos typically uses block format, with single-spaced lines, an extra space between paragraphs, and no indentions for new paragraphs.
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