Writing a indirect and direct Memos

Johnson & McKinney

Banking for the World

Memorandum

To: Visitors of Johnson & McKinney

From: Jonathan M. Kipp

Date: 3/30/12

Subject: Important Visitor Updates, Effective Immediately Comment by John Lamothe: Good subject line

To all Johnson & McKinney Visitors,

I would like to start off by thanking all of you for your business and loyalty to Johnson & McKinney. In our efforts to retain your business, we aim to update you on all important news for our company.

Recently, our nation’s security forces have discovered terrorist plots to harm our country. From previous attacks on our country, we have learned they target highly populated areas near major cities. The intelligence suggests that the location of our Chicago Corporate Headquarters is in a potential danger zone. While the risk is not severe, we still want to inform you, as our valued visitors, of the situation.

After the tragedy on 9/11, there was an increase in security across the entire nation. Airports adopted stricter screening processes to ensure customers safety, and our vigilance along our boarders increased. These measures seamed inconvenient to many citizens, but the precautions were necessary for the well-being of the nation. As you look back at it now, would you be more upset over inconvenient safety measures, or over what our country did not do to ensure our safety, had they acted differently?

During times of danger, leaders must make decisions in the best interest of the people. Unfortunately, those choices rarely reflect what the people want. With every choice, there are positive and negative results, with the goal to have the positive results outweigh the negative. That is what we at Johnson & McKinney aim to do when making important decisions.

Due to the terrorist threat in our area, we will be temporary increases in security at our Chicago Corporate Headquarters, similar to that of airports. These changes are effective immediately until further notice. Comment by John Lamothe: This is an excellent example of the Indirect approach. Well done. You gave plenty of reasoning/justification before you stated the specific message (i.e. increases in security).

Please realize our intentions to provide you with maximum safety when entering our business. If these changes are inconvenient to you, please refer to our online banking system for the time being at http://JandMOnline.com, or call our customer service line at (123) JAM-BANK. If you have never used these other banking resources, you may find them appealing and change the way you bank forever! Comment by John Lamothe: Highlight this info in some way so that it stands out for your audience. You want them to be able to easily find this again when needed. Comment by John Lamothe: Avoid using exclamation marks in tech writing.

____Jonathan M. Kipp___

JONATHAN M. KIPP

Communications Head

Johnson & McKinney

Banking for the World

Memorandum

To: Security Staff

From: Jonathan M. Kipp

Date: 3/30/12

Subject: Temporary Increased Security Measures

To all Security Staff Employees,

Increased security measures are effective immediately until further notice. The FBI has shared intelligence describing a possible terrorist threat to the area. Comment by John Lamothe: Nice and Direct.

According to the FBI, our populous location makes our building a prime target for an imminent terrorist strike. For that reason, we are increasing our security, much like our nation’s airports did after 9/11. The list below outlines the new protocols.

· All bags and luggage must be checked inside and out

· Random extensive screenings, including a pat-down identical to airport security

· Everyone is required to show a passport or photo ID with their bank card upon entry

· Employees must be issued badges to distinguish themselves from visitors

· Minimum of two extra security staff members monitoring security cameras and the front door

· One security staff member must dress casually and be floating around the bank at all times Comment by John Lamothe: Consider how you could make this list more “skimable.” There are a lot of different topics in this list, and your audience is going to have a difficult time remembering/internalizing all this info. Perhaps break the various security changes into smaller units (i.e. Monitoring Entrance, Screening Devices, Identification Cards, etc.) and using section titles to make the list more manageable.

These unforeseen changes must be carried out to ensure our visitors, as well as our own safety. Take the appropriate actions to make sure they are accomplished. For further questions, please contact myself at extension #5187.

____Jonathan M. Kipp___

JONATHAN M. KIPP

Communications Head

Johnson & McKinney

Banking for the World

Memorandum

To: Chicago Corporate Headquarters Management

From: Jonathan M. Kipp

Date: 3/30/12

Subject: Building Threat, Temporary Security Changes

To Corporate Headquarters Management,

Recent tips from the FBI have informed us of a possible terrorist threat in your buildings area. There will be immediate temporary security changes in order to ensure you and your employee’s safety.

Information says an “unspecified urban area in the Midwest” will be targeted near Chicago. Since our building is located in a populous urban area here in Chicago, and is one of the largest buildings, we have decided to be proactive about the threat.

The increased security changes will be necessary to keep our workers’ mind at ease. As their superior, you must keep a calm and focused attitude in the workplace and impose that on your workers. You may experience late arrivals for the first few days as employees adjust to the new process of entering the building. Some employees may also arrive disgruntled because of the possible, airport security style ‘pat-down’. Comment by John Lamothe: Highlight this info in some way so that it stands out for your audience. You want them to be able to easily find this again when needed

They will receive a similar memorandum explaining the circumstances to the extent they need to know. Be ready to answer questions about their concerns and reassure them of their safety. For more information, please contact your security staff at extension #5473.

____Jonathan M. Kipp___

JONATHAN M. KIPP

Communications Head