I MODEL MEMOS FOR D~4Y-TO-DAY OPERATIONS
ANNOUNCING A JOB VACANCY _____
TO:
FROM:
DATE:
SUBJECT: JOB VACANCY
Qualified employees are encouraged <to apply> <for the Management Analyst II position (Job Announcement #20371)> currently open < in the Finance Department>.
October 1, 19--, marks the closing date< for applications.>
This position is vacant because <of Ms. Susan Capra’s recent promotion> <to Analyst III.>
Consistent <with our company’s policy>< of promoting>< from within whenever possible>, interested employees need <to submit the following information> <to the Personnel Department>, no later than 5:00 p.m., October 1, 19--:
1. an updated application form
2. a letter of application, outlining your qualifications for the position
3. a current resume
<Before you apply>, stop <by the personnel office>< to review the job announcement>. The new Analyst Il should be notified <by October 21, 19-->. Best <of luck> <to all applicants>.
Memo Writer Tips
1. Name the job and department <in the very first sentence>. Those <who are interested> can read on; those <who are not> may stop here.
2. Be sure you include deadline information <in the first paragraph.>
3. It’s a good idea <to explain>< why this vacancy has occurred>. This will short-circuit rumors and may provide potential applicants <with additional motivation>< to apply.>
4. Make sure you provide details about <what information> must be submitted <by when>, and encourage readers <to review the job announcement> <before they apply>. <This way>, employees won’t waste valuable time applying <for a position>< if they are not fully qualified.>
Phrasing Alternatives:
Para~vap1r 1
If you meet the qualifications <for Sheet Metal Worker IL>, please submit your application <for this job>< by Friday>, August 2.
MODEL MEMOS FOR DAY-TO-DAY OPERATIONS / 3
A vacancy in the Credit Collections Division is scheduled to occur on November 14, 19—. All interested and qualified employees are encouraged to apply by November 26.
Qualified workers interested in applying for Radiology Technician should submit application materials to the personnel office no later than July 17, 19--.
Paragraph 2
Max Larson has accepted a position in the Charlotte office, creating this vacancy. if you are interested in this position, send an updated application form and letter of application to Sue Knowles, Room 206, by 4:30 p.m., August 2.
Budget allocations have enabled us to hire an additional Collections Representative. Those who meet the qualifications should send the following to the personnel office by November 14:
1. Form 3405
2. A current resume
3. A letter of recommendation from your immediate supervisor
Paragraph 3
A job description is available on the Job Vacancy Announcement Board, Suite 706. Review this carefully before submitting your application package.
Contact the personnel department for a copy of Job Announcement #34566. Make sure you meet the qualifications before you apply. Good luck!
ANNOUNCING A LAY-OFF
TO:
FROM:
DATE:
SUBJECT: LAY-OFF
Sales of door fasteners have steadily declined for the past two years. This decline makes it impossible for the company to continue to manufacture these items without, ultimately, affecting sales in other areas.
For this reason, all workers on the fastener production line will be laid off, effective Friday, April 4, 19--, at 4:00 p.m. Your final paycheck, including two weeks’ severance pay, will be ready by that date. Pick your check up in the payroll office on April 4.
I am very sorry this lay-off could not be avoided. I want to thank you all for the hard work you’ve given to this company. As openings become available in other areas, you may be called back to work, according to applicable personnel policies.
4 / MODEL MEMOS FOR DAY-TO-DAY OPERATIONS
Memo Writer Tips
1. Explain why the lay-off has become necessary.
2. Tell workers who will be laid off, when.
3. Discuss any procedures for recalling workers, applicable union policies, unemployment insurance benefits, etc.
Phrasing Alternatives:
Paragraph 1
Company profits have dwindled by 35 percent this year. These dwindling profits have prompted me to study areas where we might cut back on personnel, in order to preserve some jobs.
House Bill 1136 passed on March 5 mandated a reduction in force of Health and Human Services counselors.
The holiday season has ended. This. means Abbott Department Store must return to pre-holiday personnel levels.
Paragraph 2
Much to my regret, you will be laid-off at the end of your shift on Friday, March 3, 19--. Your last check, including one month’s severance pay, will be mailed to you no later than March 10.
Counselors hired within the last year will either be offered other positions within the agency or laid off, based on job performance and seniority factors. These status changes will begin on Monday, October 9, 19—. Human Resources will schedule an appointment with each counselor affected by this action within the next 30 days.
Seasonal employees hired within the past 90 days will be laid off after Friday, January 15, 19--. You may pick up your final paycheck before you leave work on that date.
Paragraph 3
Thank you for all your hard work. I wish we could have avoided this lay-off, but declining profits simply make that impossible at this time.
I appreciate your service and dedication. Union guidelines specify that employees may be called back to work, if additional work becomes available, according to seniority rights. The personnel office will provide you with information about filing your unemployment insurance claims.
t
MODEL MEMOS FOR DAY-TO-DAY OPERATIONS I 5
Your loyalty and outstanding performance are greatly appreciated. Perhaps
you’ll have the opportunity to work for us again next season.
ANNOUNCING A PROMOTIONAL
EXAMINATION
TO:
FROM:
DATE:
SUBJECT: PROMOTIONAL EXAMINATION, CLERK-TYPIST
The promotional examination for Clerk-Typist will be given on Monday, February 3, 19--, from 8:00 a.m. to 12:00 noon in Room 1238. Employees who plan to take the examination must register with the personnel office by 4:00 p.m., Friday, January 1.
No materials, including briefcases, handbags, etc., can be taken into the examination room. No one will be admitted to the examination room after 8:00 a.m.
SHARP.
Study booklets are available in the personnel office.
Memo Writer Tips
1. The first sentence should include what, when, and where specifics about the promotional examination.
2. Discuss any restrictions or special conditions In the second paragraph so employees come properly prepared on exam day.
3. Provide information about available study materials, etc.
Phrasing Alternatives:
Paragraph 1
The examination for Occupational Health Nurse has been scheduled for Saturday, April 11, 19--. The exam will begin promptly at 9:00 a.m. and last until 1:00 p.m. To register, contact Marge Miller at ext. 410 no later than Wednesday, April 8.
Now is the time to register for the upcoming promotional exam for Supervisor I, Production. The test will be given on Monday, May 4, from 7:30 a.m. - 10:30 a.m. You must sign up in the human resources office by April 22 if you plan to test.
6 / MODEL MEMOS FOR DAY-TO-DAY OPERATIONS
Paragraph 2
You will be permitted to use pocket calculators and dictionaries during the exam, but no other articles, even handbags or briefcases, will be allowed in the testing room. Arrive by 7:30 a.m. or you will not be allowed to take the examination.
Plan to bring #2 pencils with you, but no other supplies can be brought into the examination rooms. Doors to the testing room will be locked at 8:55 a.m. if you do not arrive before then, you will not be permitted to test.
ANNOUNCING A SALES CONTEST
TO:
FROM:
DATE:
SUBJECT: SALES CONTEST
Land five new accounts this month and win an all-expenses-paid vacation for two to Hawaii. The Hawaiian Feast Sales Contest begins today. The winner will be announced on Friday, May 13th.
Here are the contest rules:
• Accounts must be ones Landmark Enterprises has never handled before. Prospects you are currently working are okay.
• Each new account must place at least a $500.00 order by May 11.
• A completed “New Account Data Sheet” must be submitted to your Account Manager for each new account.
The lucky winner and his/her companion will fly to Hawaii for a three-day stay at the Honolulu Hilton on Maui. In addition, the winning go-getter will take along $500.00 spending money.
Go get those new accounts and get yourself a well-deserved vacation—on us. A real Hawaiian Feast is just five new accounts away.
Memo Writer Tips
1. Describe what sales personnel have to do and what they can win in the first sentence. Use a sales pitch to get their attention right away.
2. Be sure to include a deadline so people know how tong they have
to achieve the goal.
~
MODEL MEMOS FOR DAY-TO-DAY OPERATIONS I 7
3. Outline contest rules and/or restrictions.
4. Close the memo by offering additional details about the prize and a few motivational words.
Phrasing Alternatives:
Paragraph 1
Sell $2,000 or more in products this month and win yourself a two-day stay at the Copper Junction Lodge. Our quarterly sales contest begins May 3 and runs through May 31.
The Peak Achiever Sales Contest starts next Monday and ends on November 30. All you have to do is generate 25 new leads and get at least one new account. Your prize.. . $150.00 in cash!
Paragraph 2
Contest rules are outlined below:
The easy-to-follow contest regulations are outlined below:
Paragraph 3
Getting new leads can now earn you a substantial cash award. Start making those phone calls now!
A few new sales will entitle you and your guest to an all-expenses-paid vacation valued at more than $500. Sell big! Win big!
CANCELLING AN APPOINTMENT
TO:
FROM:
DATE:
SUBJECT: APPOINTMENT CANCELLATION
Unfortunately, I won’t be able to keep our Friday, November 18 appointment for 3:00 a.m. The General Manager will be flying in from the coast, and we’ll be touring each job site Friday afternoon.
I’ll call you Monday and reschedule.
8 I MODEL MEMOS FOR DAY-TO-DAY OPERATIONS
Memo Writer Tips
1. Put all pertinent facts in the first sentence: day, date, time.
2. Briefly explain why you’re cancelling.
3. Say how, when, and whether you plan to reschedule.
Phrasing Alternatives:
Paragraph 1
I’m sorry I’ll have to cancel our 8 a.m. appointment on August 3. I’m really backlogged on the Hammerfield Project, so I’ll have to reschedule.
Can we reschedule our April 14 appointment? When I made it, I didn’t realize I had another appointment scheduled for the same day and time.
Paragraph 2
I’ll have my secretary call and reschedule.
Let’s plan it for later that same week. I’ll call to set up another time.
COMMUNICATING SECTION GOALS*
TO:
FROM:
DATE:
SUBJECT: PERFORMANCE GOALS FOR 1989
Provided below are suggested goals for the 1989 Performance Plan.
1. Develop and implement an accountability structure that clearly defines
each senior manager’s authority and responsibility in carrying out District goals and programs.
2. Implement employee selection and performance management programs that maximize the productivity of all employees in accomplishing district goals and programs.
3. Develop a district-wide healthcare benefits cost containment program.
4. Develop an operational plan with timelines for implementing the Affirmative Action Plan.
*This memorandum was written by the Director of Administration of a metropolitan transportation district.
MODEL MEMOS FOR DAY-TO-DAY OPERATIONS / 9
Memo Writer Tips
1. LIst the goals for your unit or section, beginning with the most ambitious goals.
2. Detail each In one to two sentences.
Phrasing Alternatives:
Paragraph 1
Below are listed this year’s goals for our department.
The 19— goals for the Utilities Department as as follows:
The goals and objectives below describe the plans and undertakings I would like to see us achieve over the coming year.
DELEGATING ASSIGNMENTS
TO:
FROM:
DATE:
SUBJECT: NEW ASSIGNMENT: GREAT FALLS PROJECT
You’ve been selected to monitor work on the Great Falls Project. When a job needs to get done—and get done well—your name is one of the first to come to mind. Your skills will most assuredly make this project a successful one.
Plan to update me hi-weekly on the project’s progress. If you have any questions about the file I’ve attached, let’s meet next Wednesday to discuss specifics.
Memo Writer Tips
1. “You’ve been selected” or “You have been chosen” lets your reader know he/she brings special talent to the new assignment. In the same sentence, name the project or new assignment.
2. Address what role you plan to play and how you plan to support their efforts.
10 / MODEL MEMOS FOR DAY-TO-DAY OPERATiONS
Phrasing Alternatives:
Paragraph I
I’m turning over to you the follow-up on the job we did for Knowlton and Company. I know you’ll make sure they’re satisfied with our services.
Because you’ve had previous training experience, you have been chosen to provide orientation for the three new employees in our section.
Paragraph 2
Let me know when the job is complete. If you need anything from my office, just let me know.
Laura Brigham can provide you with technical support. I’ll check back with you in a few weeks to see what progress you’ve made.
DISTRIBUTING THE ORGANIZATIONAL CHART TO NEW PERSONNEL
TO:
FROM:
DATE:
SUBJECT: ORGANIZATIONAL CHART
Your job is an important one and fits into our company as outlined on the attached organizational chart. Discuss problems, questions, suggestions, etc. with your immediate supervisor, Mr. Rand. When necessary, he’ll communicate your concerns to upper management.
Welcome aboard!
Memo Writer Tips
1. The organizational chart establishes “chain of command.” Let your new employees know~ this, white welcoming them to the organization.
2. Spell out how problems should be addressed, and close on a positive note.
MODEL MEMOS FOR DAY-TO-DAY OPERATIONS I 11
Phrasing Alternatives:
Paragraph 1
Attached is a copy of the organizational chart for our agenc~’. Your immediate supervisor is your link to management, as you are the link to subordinates under your direction. Use the chain of command outlined when you have problems or questions.
Here is the organizational chart for our operation. It will acquaint you with our structure and where you fit in the overall management hierarchy.
ENCOURAGING WORKERS TO MAKE
CHARITABLE CONTRIBUTIONS*
TO:
FROM:
DATE:
SUBJECT: UNITED WAY CAMPAIGN
The United Way is once again asking for our support. Let’s give generously again this year. Our agency goal is $5,000, one thousand dollars more than last year’s total contributions.
Return the attached card to the Personnel Department if you decide to contribute through payroll deduction. Give until it helps! Thank you for your continued support.
Memo Writer Tips
1. Include a company or departmental goal as an incentive. Employees like feedback on where their money has gone.
2. Keep this memo short, as it is one employees are accustomed to receiving.
*This memorandum was writ en by the Personnel Director of a community-based, job training program.
12 / MODEL MEMOS FOR DAY-TO-DAY OPERATIONS