Writing Effective Memos

1. Writing Effective Memos

2. Subject Line Subject: Repair and Calibration of Alarm Systems • Introduce purpose of memo • Be specific not generic NOT: Subject: Alarm Systems

3. First ¶ : Main Point

4. First ¶ : Main Point • State purpose for writing (“bottom-line” statement) • Short, to the point • Simple straightforward language • Leave out unnecessary information

5. Middle ¶s: Details

6. Middle ¶s: Details • Include all necessary information • Leave out unnecessary information • Easy to read • Short paragraphs • Use lists when possible

7. Last ¶: Action Statement or Request

8. Last ¶: Action Statement or Request • Be clear • Be concise • Be polite • Consider sender-receiver relationship • Tell reader exactly what they have to do

9. Subject Lines • Introduce purpose of memo • Be specific not generic 1. Complaints 2. Staff Shortage at Breakfast 3. Staff Schedule 4. Breakfast Shift Problem 5. Problems and Concerns from Staff Shortages during morning rush

10. First ¶ : Main Point • State purpose for writing (“bottom-line” statement) • Short, to the point • Simple straightforward language • Leave out unnecessary information In order to ensure great customer satisfaction at the Ultimate Resort and Spa, we believe it is crucial that we listen to guest complaints and to follow through with a solution, immediately.

11. First ¶ : Main Point • State purpose for writing (“bottom-line” statement) • Short, to the point • Simple straightforward language • Leave out unnecessary information I’m writing you about a problem in the Room Service Department.

12. First ¶ : Main Point • State purpose for writing (“bottom-line” statement) • Short, to the point • Simple straightforward language • Leave out unnecessary information I regret to tell you that there have been major complaints in the restaurant, between the hours of 6:00 – 8:00 am.

13. First ¶ : Main Point • State purpose for writing (“bottom-line” statement) • Short, to the point • Simple straightforward language • Leave out unnecessary information As a management trainee in the room service department I have seen a few concerns that I feel need to be brought to your attention.

14. First ¶ : Main Point • State purpose for writing (“bottom-line” statement) • Short, to the point • Simple straightforward language • Leave out unnecessary information As manager in training I am to work for a week in every food service department. This week I am working as assistant manager in Room Service.

15. First ¶ : Main Point • State purpose for writing (“bottom-line” statement) • Short, to the point • Simple straightforward language • Leave out unnecessary information Unfortunately I must address the issue in staff shortage during the breakfast hours.

16. Middle ¶s: Details • Include all necessary information • Leave out unnecessary information • Easy to read • Short paragraphs • Use lists when possible As a Management Trainee acting as Assistant Manager at Ultimate Resort Spa, I have noticed within my one week stay a shortage of staff between the hours of 6am – 8am. As you know, that is the busiest time for breakfast. We have had several guests cancel. Other angry guests and abrupt staff have made it clear that we have an extreme shortage of staff.

17. Middle ¶s: Details • Include all necessary information • Leave out unnecessary information • Easy to read • Short paragraphs • Use lists when possible I spent a week in the in-room dining department working 4am – 11am shifts. I have noticed that there is a shortage of staff between the hours of 6am – 8am which is the resort’s most busiest time of day. I have received many complaints not only from guests but from discouraged employees in this department.

18. Last ¶: Action Statement or Request • Be clear • Be concise • Be polite • Consider sender-receiver relationship • Tell reader exactly what they have to do Through past experience I have found that with higher volume of staff during rush periods, it helps with productivity, customer satisfaction and efficiency.

19. Last ¶: Action Statement or Request • Be clear • Be concise • Be polite • Consider sender-receiver relationship • Tell reader exactly what they have to do Hopefully, you take this into consideration so this matter can be solved. I look forward to hearing from you.

20. Last ¶: Action Statement or Request • Be clear • Be concise • Be polite • Consider sender-receiver relationship • Tell reader exactly what they have to do You have been difficult to contact, please contact me to resolve this problem.

21. Last ¶: Action Statement or Request • Be clear • Be concise • Be polite • Consider sender-receiver relationship • Tell reader exactly what they have to do After spending one week in your department, I feel that there should be drastic changes in scheduling of staff and up to par standards for our guests

22. Last ¶: Action Statement or Request • Be clear • Be concise • Be polite • Consider sender-receiver relationship • Tell reader exactly what they have to do Being the manager of F & B, I highly recommend this letter be taken seriously and act upon it.

23. Last ¶: Action Statement or Request • Be clear • Be concise • Be polite • Consider sender-receiver relationship • Tell reader exactly what they have to do I suggest you bring in more staff at this time to help process orders, perhaps contact human resources and hire temporary workers.

24. Last ¶: Action Statement or Request • Be clear • Be concise • Be polite • Consider sender-receiver relationship • Tell reader exactly what they have to do I have not been able to get in contact with you, due to the fact you are not in during the hours of complaints. Please get in touch ASAP.

25. Last ¶: Action Statement or Request • Be clear • Be concise • Be polite • Consider sender-receiver relationship • Tell reader exactly what they have to do You have been difficult to contact, please contact me to resolve this problem.