Question

Writing Scenarios and Practice

This section looks at a few of the most commonly required forms of business writing, several of which can be applied for home use. Documents such as memos, letters, and reports are used daily to inform or inquire. Regardless of their explicit purpose, they must be written accurately, professionally, and honestly. They should be free of error, and be logically constructed for maximum effectiveness.
EFFECTIVE MEMO WRITING AND CHECKLIST
-- include all identifying info
-- organization's logo or letterhead if appropriate
-- "to," "from," "subject," and "date" lines
-- full name without Mrs. or Mrs. (may include professional designation: Dean, Dr., Provost, etc.)

-- state purpose clearly: requesting? authorizing? explaining?
This is to inform you that xxx; The purpose of this memo is to xxx; I want to congratulate you on xxx.

-- use headings & lists
--these allow certain readers to decide what to read
-- headings quickly summarize and aid in understanding
-- under various headings, you may want to explain who should do what
Ramirez: set up workshop King: design packets for workshop West: design web site
-- Memo Checklist:
1 correct identifying info for your organization?
2 clearly stated purpose?
3 headings to help readers?
4 provided appropriate info or background?
5 highlighted important actions?

-- Checklist for email Memos:
1 used appropriate tone?
2 carefully wrote and proofread before sending?
3 avoided negativity or discourteousness?
4 provided accurate info under a short, clear SUBJECT LINE?


EXERCISES
1 Write a memo to your boss at Champion Electronics about the status of the work-area renovation program, and what so far has, and has not, been accomplished (including cleaning, painting, rearranging furniture).

2 Write a memo to your fellow employees requesting that everyone take part in keeping the break room appliances clean.

Remember to consult checklist before sending!

Answer 1

Text messaging, emailing, and posting on social media in a professional context requires that you be familiar with “netiquette,” or proper etiquette for using the internet. We have all heard the news stories about people who have been fired and companies that have been boycotted for making offensive or inappropriate social media posts. People have even gone to prison for illegal use of private messaging. The digital world may seem like a free-for-all, “wild wild west” with no clear rules or regulations; however, this is clearly a dangerous perspective for a professional to take, as the consequences for breaking tacit rules, expectations, and guidelines for professional communications can be very costly.
The way that you represent yourself in writing carries significant weight. Writing in an online environment requires tact, skill, and an awareness that what you write may be there for a very long time and may be seen by people you never considered as your intended audience. From text messages to memos to letters, from business proposals to press releases, your written business communication represents you and your company: your goal is to make it clear, concise, constructive, and