Write a Persuasive Memo

6.2.2 NOTICE-OF-CHANGE MEMO 6.2 Common Types of Business Memos Business writers are likely to write memos that fall into four different categories. 6.2.1 Policy Memo This type of memo is usually sent to a wide distribution list within a company to announce or clarify company policy. The memo typically starts off with a background statement, then the policy statement, and, if necessary, a directive.

To: All Managers From: Sara Morgan, Vice President, Personnel Date: July 7, 2006 Subject: Statements to the press The New York Times and other publications have recently reported takeover and/or merger rumors with regard to our company. It is company policy (No. 207.1) that "no employee shall make statements to press representatives regarding company products, personnel, planning, or other proprietary concerns without written authorization." Please review this policy with each member of your group within the next 48 hours to ensure that misstatements and misinformation do not adversely affect the company's efforts to resist hostile acquisition. 6.2.2 Notice-of-Change Memo This memo describes a change in method, personnel, procedure, location, or other matter. It usually begins with a background statement, then the description of the change, and finally an interpretation, if

any, for those affected by the change. The notice-of-change memo often serves to set the record straight in the face of rumors.

To: [distribution list] From: Antonio Diaz, Head of Engineering Date: July 7, 2006 Subject: New Testing Schedule for F180 Project New Department of Defense guidelines regarding the structural testing of tail components for the Air Force F180 project require that Air Force representatives be present for field testing.

MANAGING MEMOS AND E-MAIL We have therefore postponed tests A24 and A25 until September 8, when Air Force Captain Vaughn Owens will visit our facility to oversee testing. All other arrangements remain unchanged. We do not anticipate that this change in schedule will affect the ultimate delivery date of the F180 prototype on December 1. 6.2.3 Update Memo This memo tries to inform readers about developments, projects, and processes. The memo usually begins with an at-last-report statement, followed by the update statement, and concludes (optionally) with a forecast or future-report statement

To: (distribution list] From: Peyton Smith, Director of Advertising Date: July 7, 2006 Subject: Update on Marketing Campaign for Hilo Hilton In June, I reported to you that we had won a one-year contract to provide promotional services for the new Hilo Hilton. Since then, our creative teams have been hard at work on a promotional package to meet and exceed our client's goals. The package will be demonstrated in a gala dress rehearsal at the corporate theatre on July 21 at 10:30 a.m. Attendance is mandatory for Level I supervisors. Following the presentation, the audience will be asked to complete an evaluation questionnaire on the package. I'll evaluate the results and report back to you within 10 days.

FOR EXAMPLE Notice of Change Jodi was the office

manager of a law firm about to change from one health insurance company to another. The move was being made for financial reasons; costs had risen dramatically with the original company. Jodi drafted a notice-of-change memo to announce the switch. Although a representative from the new company was coming in a few weeks to give a short presentation on their coverage plan and benefits, Jodi knew that this change would cause a great deal of anxiety for the employees. To help ease concerns, Jodi attached an overview of the new policy, with a comparison of both costs and benefits.

6.3 TAKING ADVANTAGE OF TECHNOLOGY: KNOWING WHEN TO USE E-MAIL 6.2.4 Inquiry Memo The inquiry memo asks a question and may give guidelines for the readers reply. The memo typically begins with a statement that explains why the question is being asked. The question then follows, and then a final, optional guideline statement tells how the question should be answered.

To: Jed Sampson, Supervisor, Parts Department From: Bernice Johnson, Accounting Date: July 7, 2006 Subject: Inventory planning In the past, Jed, I know that you have closed your department down for two days each quarter so that you could use your own personnel to do inventory counts. Do you want me to investigate professional inventory services that can handle this chore for us each quarter? Citywide Ford has apparently had good luck with this approach for the past two years. Please let me know today, if possible, your approximate costs in salaries and lost business for the two-day inventory period. After I've received information from external inventory companies, you and I can meet to discuss which route we'll take.