MrHo
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Post by MrHo on Dec 22, 2013 14:36:37 GMT 7
Unit 15: Writing Memos and Letters
Objectives: - - planning written communication
- - organizing and writing first drafts
- - writing and distributing final drafts
Internet Activity #15: Writing Memos and LettersInternet Site: " The English Owl" In this Internet activity, you will - learn about writing longer memos
- write a memo using an example
- revise your memo
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MrHo
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Post by MrHo on Dec 22, 2013 14:40:05 GMT 7
Key Ideas
Here are some important terms that will help you learn how to write a good memo. You can look over these terms before you go to the "Activity" step. You can also return to this list while you do the activity. - Memo
- Subject
- Purpose
- Context
- Attachments
MemoA memo is a document you use to give information to other people. Most of the memos people write are short. Phone messages and shopping lists are short memos. When you leave a note on the refrigerator telling someone where you've gone, you are writing a memo. At work, however, you sometimes need to write longer memos. These memos discuss problems and decisions that other people need to know about. That's why it's so important to learn how to write a good memo. SubjectA subject is the central idea of a memo. The subject is part of the memo's heading. Usually there is a separate line for the word "subject" in the heading. Sometimes you see the word "re" instead of the word "subject." "Re" stands for "regarding." When you write a memo, make sure your subjects aren't too general. Here are some good examples - Knitting machine broken
- Parks hours change Tuesday
- Running low on the house blend
- New hair net policy starts tomorrow
PurposeA purpose is the reason you're writing the memo. When you describe the purpose of the memo, make sure you are very clear. Take a look at this list of purposes. - This knitting machine is broken. It will be repaired on Monday.
- The park hours will change on Tuesday. The new hours will be 9 a.m. to 9 p.m.
- We're running low on the house blend. A new order will arrive tomorrow morning.
- There will be a new hair net policy. From tomorrow on, all cooks must wear hair nets.
The purpose is very similar to the subject. Note that it is does not include background information. ContextContext is the background information you need to give in a memo. The context describes specific events and situations. This information will help the reader understand why you are writing the memo. Take a look at the example below. It is written by a high school principal. Can you guess what the purpose of the memo is? - On April 4, a teacher caught another student smoking in the hall. Until now, the punishment for smoking was detention. However, other schools have recently begun suspending students for smoking. This step has been very effective.
The purpose of this memo is to explain to students that they will be suspended if they are caught smoking. The high school principal is giving the students the context. This way, the students will understand why the principal is making this change. AttachmentsAn attachment is a document that you attach to or deliver with a memo. Here are some examples of attachments: - a chart showing how suspending students caused a drop in smoking
- a file that needs to be sent to the shipping department
- a list of new rules about handling dyes
- a photograph of a new product
When you have an attachment, explain why you are including it. Also make sure to give the reader any information he needs to understand what the attachment is.
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MrHo
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Post by MrHo on Dec 22, 2013 14:43:29 GMT 7
Activity
This activity has 3 tasks. - Visit a Web site to learn more about memos.
- Plan a memo.
- Practice writing a memo.
Task 1: Visit a Web site To Learn More About MemosYou probably write memos almost every day. You answer the phone and take a message for someone. You leave a note explaining where you've gone. These are usually short memos. Writing longer memos can be harder. You need to think carefully about your reader and your purpose. Then you have to find the best way your information. In this first task, you'll visit the English Owl Web site. There you'll find out how to write a longer memo. Pay special attention to the two sections called "What is a memo?" and "Basic memo plans." Task 2: Plan a MemoIn this task, you will read about the situation of a person called Sally Evans. Then you will use what you have learned to write a memo from Sally. - Sally Evans is a worker at a hosiery mill. She works the first shift. She operates the knitting machines. Next month, her children are going to have a week off from school. Sally's husband works the first shift too. So Sally wants to work the second shift.
Sally talked to her supervisor, Anita, during a break. Anita told her to find a second-shift worker who would switch shifts with her. Workers can leave memos for each other on the message board.
Sally can work in all the departments except dyeing. Sally has figured out that her children's vacation is from April 7 to April 14. Now Sally just needs to write the memo.
Plan a memo from Sally. Think about the important information the reader needs to know. Will you take the direct approach, and just give the facts, or will you explain Sally's reasons for needing to switch shifts? Either way, list the information that you need to include. Task 3: Practice Writing a MemoNow that you have planned your memo by listing what information you want to include, try writing a memo from Sally. Let write your memo. Remember to include whom the memo is from, whom the memo is to, a subject, and a date.
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MrHo
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Post by MrHo on Dec 22, 2013 14:44:30 GMT 7
Follow Up
When you write a memo, it's important to take the time to revise or rewrite it. Sometimes reading it over out loud will help you catch mistakes. Asking someone to look it over can also be helpful. Follow Up AssignmentIn this follow up assignment, you will revise the memo you wrote from Sally. First, use the "print" button on your browser to print out these instructions. Then click on the "Activity" button to and review your memo. Think about the questions below. - Did you include all the important details?
- Were you clear and to-the-point?
- Was the tone of your memo polite?
- Was your memo free of grammatical mistakes?
- Was every word spelled correctly?
Then share the memo with a partner. Ask for feedback, and revise it again if you think you need to. Learning how to write a good memo will help you do well on the job!
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