Memorandum Writing

1. Memorandum Writing Assignment (任务) by Ruth Anderson

2. Memorandum Assignment Walkthrough We are going to walk through the memo assignment So take out a piece of paper and a pen. Here is this week’s writing assignment (任务) :

3. Assignment (任务) #4: MemorandumDue: The next afternoon class (Week 14) Based on Exercise 3.2 on pages 50-51 of the textbook. Write a Memorandum to the Dale Korchinsky, the personnel manager at PROVO, to let him know that you have met your education requirements. Use the outline on the bottom of the assignment page, NOT an outline you created for class.

4. Assignment (任务) #4: MemorandumDue: The next afternoon class (Week 14) Use Assignment Formatting: In the top, right corner include your name, under that your student number and under that your class There should be a blank line before and after the assignment title which should be centered. The assignment title should include the number of the assignment on the left of a colon and the title of the assignment on the right. Left-justify (左对齐) the text (even on the left, ragged on the right)

5. Assignment (任务) #4: MemorandumDue: The next afternoon class (Week 14) Use proper (适当) memo formatting (版式). PROVO’s (标准) memo format (版式) is the same as the ‘General Format of Memos’ example (例子) on page 2 of the Memo handout.

6. Assignment (任务) #4: MemorandumDue: The next afternoon class (Week 14) In the date field put the date you write the memorandum. Make sure you have a relevant Subject line and that it is separate from the body of memo

7. Outline Exercise 3.2

8. Summary Statement: Now meet education requirements Have diploma in Business Administration Background: re: June 12, 2010 letter in my file from you Hired on conditions • make up educational deficiencies (three courses) • get diploma in Business Administration within 3 years Details: Now have diploma in Business Administration • diploma and transcript attached Make copies for my file Return originals Closing Statement: all requirements for continued employment at Provo department stores met ahead of schedule

9. Memorandum Walkthrough Let’s go through the instructions (说明). We’ll start with: So, what should you do first? • Use Assignment (任务) formatting (版式). Ima Student 1202060428 3B Assignment #4: Memorandum

10. Use proper (适当) memo formatting (版式). • PROVO’s (标准) memo format (版式) is the same as the ‘General Format of Memos’ example (例子) on page 2 of the Memo handout. The next important instruction is: On page 2 of the Memos handout you will find the ‘General Format of Memos’ example (例子). It looks like this:

11. <Company Name> Interoffice Memorandum To: ___________________ From: _________________ Date: ___________________ Subject: ___________________________ Signature: _________________ c.c. enc

12. We should start at the top <Company Name> Interoffice Memorandum

13. <Company Name> Interoffice Memorandum What is the name of the company that you work for in Exercise 3.2? PROVO

14. <Company Name> Interoffice Memorandum Now add “Interoffice Memorandum” PROVO

15. <Company Name> Interoffice Memorandum Now add “Interoffice Memorandum” PROVO Interoffice Memorandum

16. Interoffice Memorandum To: ___________________ From: _________________ Who is the memo going to? • Write a Memorandum to the Dale Korchinsky, the personnel manager at PROVO, PROVO Interoffice Memorandum To:

17. Interoffice Memorandum To: ___________________ From: _________________ Who is the memo going to? • Write a Memorandum to the Dale Korchinsky, the personnel manager at PROVO, PROVO Interoffice Memorandum To: Dale Korchinsky, Personnel Manager

18. Interoffice Memorandum To: ___________________ From: _________________ In this exercise, who are you? Use your own full name. See exercise 3.2 for your title, then fill in the correct information in your “From:” field. PROVO Interoffice Memorandum To: Dale Korchinsky, Personnel Manager From:

19. Interoffice Memorandum To: ___________________ From: _________________ In this exercise, who are you? Use your own full name. See exercise 3.2 for your title, then fill in the correct information in your “From:” field. PROVO Interoffice Memorandum To: Dale Korchinsky, Personnel Manager From: Blah Blah, Blah Blah

20. Interoffice Memorandum Date: ___________________ Subject: ___________________________ What date do you use? In the date field put the date you write the memorandum. PROVO Interoffice Memorandum To: Dale Korchinsky, Personnel Manager From: Blah Blah, Blah Blah Date:

21. Interoffice Memorandum Date: ___________________ Subject: ___________________________ What date do you use? In the date field put the date you write the memorandum. PROVO Interoffice Memorandum To: Dale Korchinsky, Personnel Manager From: Blah Blah, Blah Blah Date: Blah bl, blah

22. Interoffice Memorandum Date: ___________________ Subject: ___________________________ • Summary Statement: • Now meet education requirements • Have diploma in Business Administration • Background: • re: June 12, 2009 letter in my file from you • Hired on conditions • make up educational deficiencies (three courses) • get diploma in Business Administration within 3 years • Details: • Now have diploma in Business Administration • diploma and transcript attached • Make copies for my file • Return originals • Closing Statement: • all requirements for continued employment at Provo department stores met • ahead of schedule What is the subject of this memorandum? I am going to show you the outline so you can decide what to write here. To: Dale Korchinsky, Personnel Manager From: Blah Blah, Blah Blah Date: Blah bl, blah Subject:

23. Interoffice Memorandum Date: ___________________ Subject: ___________________________ What is the subject of this memorandum? I am going to show you the outline so you can decide what to write here. To: Dale Korchinsky, Personnel Manager From: Blah Blah, Blah Blah Date: Blah bl, blah Subject: Blah blah blah blah blah blah blah blah

24. Subject: ___________________________ Now it is time to write the body of the memo. Let’s start with the first paragraph. Subject: Blah blah blah blah blah blah blah blah

25. Subject: ___________________________ • Summary Statement: • Now meet education requirements • Have diploma in Business Administration • Background: • re: June 12, 2010 letter in my file from you • Hired on conditions • make up educational deficiencies (three courses) • get diploma in Business Administration within 3 years The first paragraph should include the information from the Summary Statement and may include the Background information.You decide. Subject: Blah blah blah blah blah blah blah blah

26. Subject: ___________________________ The first paragraph should include the information from the Summary Statement and may include the Background information.You decide. Subject: Blah blah blah blah blah blah blah blah Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah. Notice (注意) the blank line after the Subject line

27. Subject: ___________________________ Next come the middle paragraph or paragraphs. Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah.

28. Subject: ___________________________ • Background: • re: June 12, 2010 letter in my file from you • Hired on conditions • make up educational deficiencies (three courses) • get diploma in Business Administration within 3 years • Details: • Now have diploma in Business Administration • diploma and transcript attached • Make copies for my file • Return originals If you did not put the Background information in your first paragraph then it comes next, followed by the Details info. Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah.

29. Subject: ___________________________ If you did not put the Background information in your first paragraph then it comes next, followed by the Details info. Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah. ... Notice (注意) the blank lines between paragraphs

30. Subject: ___________________________ Then you need a closing paragraph. Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah. ...

31. Subject: ___________________________ • Closing Statement: • all requirements for continued employment at Provo department stores met • ahead of schedule Your closing paragraph should include the Closing Statement information. Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah. ...

32. Subject: ___________________________ Your closing paragraph should include the Closing Statement information. Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah. ... Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah.

33. Signature: _________________ c.c. enc Now it is time to sign your full name Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah. Signature:

34. Signature: _________________ c.c. enc Now it is time to sign your full name Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah. Signature: Blah Blah Notice (注意) the blank line before the signature

35. Signature: _________________ c.c. enc Do you need to c.c. this memorandum to anyone? If so, include a c.c. along with the name of who is getting the c.c. Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah. Signature: Blah Blah

36. Signature: _________________ c.c. enc Do you need to c.c. this memorandum to anyone? If so, include a c.c. along with the name of who is getting the c.c. Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah. Signature: Blah Blah c.c. Blah Blah Only include c.c. if it is needed.

37. Signature: _________________ c.c. enc Are you enclosing anything with this memo? If so, include an enc line along with the name(s) of the enclosed documents. Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah. Signature: Blah Blah c.c. Blah Blah {NOTE: only include c.c. line if needed}

38. Signature: _________________ c.c. enc Are you enclosing anything with this memo? If so, include an enc line along with the name(s) of the enclosed documents. Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah. Signature: Blah Blah c.c. Blah Blah {NOTE: only include c.c. line if needed} enc Blah blah blah blah Only include enc line if it is needed.

39. Your completed assignment will look something like this:

40. Ima Student 1202060428 3B Assignment #4: Memorandum PROVO Interoffice Memorandum To: Dale Korchinsky, Personnel Manager From: Blah Blah, Blah Blah Date: Blah bl, blah Subject: Blah blah blah blah blah blah blah blah Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah. ... Blah blah blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah blah blah blah. Blah blah blah blah blah blah. Signature: Blah Blah c.c. Blah Blah {NOTE: only include c.c. line if needed} enc Blah blah blah blah {NOTE: only include enc line if needed}