3103

Unit 5 & 6

Writing a Memo –
Giving Information

LAN3103

Workplace Correspondence

By the end of this lesson,
you should be able to

identify the format of a memo

state the purpose of a memo

draw reader's attention to an attachment

offer advice and give instructions using an appropriate tone

Open Ended

Hi

Memo

• Memorandum

• Purpose

o Making announcement
o Issuing reminders

• Circulation

• On noticeboard
• Company Intranet
• By internal mail

Format of a Memo (p.54)

Memorandum

TO:

All Division Managers

FROM:

Judith Watson, General Manager

DATE:

2 September 201-

SUBJECT:

In-house document formats

____________________________________________________________________

I am pleased to announce that guidelines on company document formats have
been published by the Head Office.

I hope that the guidelines will assist us the standardisation of all company
correspondence, both internal and external.

Please encourage your staff to refer to the booklet. If additional copies are required,
please call Mike Baker on extension 602.

Attached: Document format guidelines booklet

Recipient(s)

Sender(s)

Date

Subject line

Opening

Body

Closing

Attachment (skip this
line if no attachment)

Subject line
(p.55)

Giving regular company updates

Announcing events, projects or new initiatives

Breaking bad news or raising issues/problems

Offering advice/recommendations on
workplace issues

• indicates what the memo

is about

• should be closely related

to the purpose of the
memo

• Four common purposes

of a memo

Stating purpose in the opening (p.56)

Purpose

Expression

Announcement
(E.g. Company policy,
procedure, personnel
updates)

•Please be informed that Project Officer should …

•To cope with increasing demand, our opening hours will ...

•In view of rising operating costs, the decision has been made to …

•I regret to announce that Mary Brown resigned from …

•I am pleased to announce that Joe Chan has been promoted ...

Scheduling/
Confirming
arrangements

•This is to confirm that our next meeting will be held ...

•We would like to schedule a project meeting ...

Offering advice/
Recommendations

•I would like to recommend …

•Suggestions for enhancing customer satisfaction are as follows:

Task 3 (p.56)

1 _______________________ Dave Hawks has been appointed Head of Promotions
with effect from 25 May.

2 _______________________ the errors found on our new website, a temporary
shutdown of the site is scheduled for tomorrow.

3 _______________________ our next Workplace Inclusion Campaign meeting will be
held on 18 March.

4 _______________________ a fire drill for all staff on 22 April.

Task 3 (p.56)

1 I am pleased to announce that Dave Hawks has been appointed Head of Promotions
with effect from 25 May.

2 _______________________ the errors found on our new website, a
temporary shutdown of the site is scheduled for tomorrow.

3 _______________________ our next Workplace Inclusion Campaign meeting will
be held on 18 March.

4 _______________________ a fire drill for all staff on 22 April.

Task 3 (p.56)

1 I am pleased to announce that Dave Hawks has been appointed Head of Promotions
with effect from 25 May.

2 In view of the errors found on our new website, a temporary shutdown of the site is
schedules for tomorrow.

3 _______________________ our next Workplace Inclusion Campaign meeting will
be held on 18 March.

4 _______________________ a fire drill for all staff on 22 April.

Task 3 (p.56)

1 I am pleased to announce that Dave Hawks has been appointed Head of Promotions
with effect from 25 May.

2 In view of the errors found on our new website, a temporary shutdown of the site is
schedules for tomorrow.

3 This is to confirm that our next Workplace Inclusion Campaign meeting will be held
on 18 March.

4 _______________________ a fire drill for all staff on 22 April.

Task 3 (p.56)

1 I am pleased to announce that Dave Hawks has been appointed Head of Promotions
with effect from 25 May.

2 In view of the errors found on our new website, a temporary shutdown of the site is
schedules for tomorrow.

3 This is to confirm that our next Workplace Inclusion Campaign meeting will be held
on 18 March.

4 We would like to schedule a fire drill for all staff on 22 April.

Task 3 (p.56)

5 _______________________ no members of staff may access the client database
without prior approval from Head of Compliance.

6 _______________________ three of our overseas branches will close on 1 May.

Task 3 (p.56)

5 Please be informed that no members of staff may access the client database without
prior approval from Head of Compliance.

6 _______________________ three of our overseas branches will close on 1 May.

Task 3 (p.56)

5 Please be informed that no members of staff may access the client database without
prior approval from Head of Compliance.

6 I regret to announce that three of our overseas branches will close on 1 May.

Drawing readers' attention to an attachment

• Sometimes, the purpose of a memo is to ask the recipient(s) to take

follow-up actions in relation to an attachment.

E.g. The proposal is attached for your consideration.

• You can also use the expressions in emails!

The … is attached/enclosed for your …

I am attaching/enclosing … for your …

Attached/Enclosed please find … for your ...

Document

Action

Task 4a (p.57)
Commonly used words in
memos (also in emails!)

• Convert the verb forms to noun

forms

• Quizizz

Let's try Task 4b (p.57)

Attachment

Action you want the
recipient(s) to take

Sentence

1 Service contract

Sign her name

Attached please find the signed
contract for your signature.

2 Draft proposal

Tell you what she thinks after
reading the proposal

3 Proposal for new
promotional campaign

Give you the green light to launch
the campaign

4 Staff email set-up
instructions

Read the instructions and set up her
own account

Let's try Task 4b (p.57)

Attachment

Action you want the
recipient(s) to take

Sentence

1 Service contract

Sign her name

Attached please find the signed
contract for your signature.

2 Draft proposal

Tell you what she thinks after
reading the proposal

The draft proposal is attached for
your comments.

3 Proposal for new
promotional campaign

Give you the green light to launch
the campaign

4 Staff email set-up
instructions

Read the instructions and set up her
own account

Let's try Task 4b (p.57)

Attachment

Action you want the
recipient(s) to take

Sentence

1 Service contract

Sign her name

Attached please find the signed
contract for your signature.

2 Draft proposal

Tell you what she thinks after
reading the proposal

The draft proposal is attached for
your comments.

3 Proposal for new
promotional campaign

Give you the green light to launch
the campaign

The proposal for our new
promotion campaign is enclosed
for your
approval/consideration/perusal.

4 Staff email set-up
instructions

Read the instructions and set up her
own account

I am enclosing email set-up
instructions for your
action/reference.

Offering advice and giving instructions (p.66)

• Adopt an audience-centred approach

oMilder tone vs stronger tone
oAlways be polite

• In some cases, strong advice can be considered as giving instructions

Milder Tone

Stronger Tone

I suggest you speak to the
Director when you get a chance.

You must speak to the Director
immediately.

How will the reader feel/think?

Offering advice and giving instructions (p.66)

• Adopt an audience-centred approach

o Milder tone vs stronger tone
oAlways be polite

• In some cases, strong advice can be considered as giving instructions

Milder Tone

Stronger Tone

I suggest you speak to the Director
when you get a chance.

You must speak to the Director
immediately.

feel more comfortable

may not appreciate the

significance of the message

Offering advice and giving instructions (p.66)

• Adopt an audience-centred approach

oMilder tone vs stronger tone
oAlways be polite

• In some cases, strong advice can be considered as giving instructions

Milder Tone

Stronger Tone

I suggest you speak to the Director
when you get a chance.

You must speak to the Director
immediately.

feel more comfortable

may not appreciate the

significance of the message

appreciate the significance of the

message

may feel upset or discouraged

Commonly used expressions to offer advice (p.67)

Giving advice

•My advice is toconsult ...
•I would advise (against) starting …
•I would advise you(not) totransfer …
•I (do not) recommend/suggestthatyou offer …
•It would/may be best toassign …
•If possible, you couldpostpone...

Giving stronger

advice

•You (do not) need to settle the payment ...
•Staff members are encouraged/advised tohave …
•It is (not) necessary tohire …
•I strongly recommend/suggest that ...

Giving even strong

advice /

instructions

•Stay in the office if …
•Do not remove …
•You should/must (not) offer...

Task 1a (p. 66)

• Identify the tone of each advice
• Pay attention to the expressions used

Advice

Milder

Stronger

1

a I would advise you to double-check your plan with your supervisor.

b You have to double-check your plan with your supervisor.

2

a Sending out a memo to all staff is ineffective; instead we must speak
individually to employees who arrive late to work.

b Rather than sending out a memo to all staff, it would be a better idea to
speak individually to employees who arrive late to work.

3

a Do not wait until the last minute to work on the project. You could cause
the team to miss the deadline.

b You might not want to wait until the last minute to work on the project
since problems may arise which will make it difficult to meet the deadline.

Task 1a (p.66)

• Identify the tone of each advice
• Pay attention to the expressions used

Advice

Milder

Stronger

1

a I would advise you to double-check your plan with your supervisor.

b You have to double-check your plan with your supervisor.

2

a Sending out a memo to all staff is ineffective; instead we must speak
individually to employees who arrive late to work.

b Rather than sending out a memo to all staff, it would be a better idea to
speak individually to employees who arrive late to work.

3

a Do not wait until the last minute to work on the project. You could cause
the team to miss the deadline.

b You might not want to wait until the last minute to work on the project
since problems may arise which will make it difficult to meet the deadline.

Task 1a (p.66)

• Identify the tone of each advice
• Pay attention to the expressions used

Advice

Milder

Stronger

1

a I would advise you to double-check your plan with your supervisor.

b You have to double-check your plan with your supervisor.

2

a Sending out a memo to all staff is ineffective; instead we must speak
individually to employees who arrive late to work.

b Rather than sending out a memo to all staff, it would be a better idea to
speak individually to employees who arrive late to work.

3

a Do not wait until the last minute to work on the project. You could cause
the team to miss the deadline.

b You might not want to wait until the last minute to work on the project
since problems may arise which will make it difficult to meet the deadline.

Task 1a (p.66)

• Identify the tone of each advice
• Pay attention to the expressions used

Advice

Milder

Stronger

1

a I would advise you to double-check your plan with your supervisor.

b You have to double-check your plan with your supervisor.

2

a Sending out a memo to all staff is ineffective; instead we must speak
individually to employees who arrive late to work.

b Rather than sending out a memo to all staff, it would be a better idea to
speak individually to employees who arrive late to work.

3

a Do not wait until the last minute to work on the project. You could cause
the team to miss the deadline.

b You might not want to wait until the last minute to work on the project
since problems may arise which will make it difficult to meet the deadline.

Task 1b (p.67)

• Who is the sender? Who is the recipient?
• What tone should be used in this memo?

According to company policy, all staff

___________ submit their leave applications

to HR at least two weeks in advance. If you wish to alter your leave arrangements after
they have been approved, you

___________ contact HR immediately.

I

__________ that you discuss your leave plans with your manager before

submitting your application. In addition, while you are not required to clear your
annual leave before the end of the calendar year, you

______________ do so to

achieve better work-life balance.

Task 1b (p.67)

• Who is the sender? Who is the recipient?
• What tone should be used in this memo?

According to company policy, all staff

need to / must submit their leave

applications to HR at least two weeks in advance. If you wish to alter your leave
arrangements after they have been approved, you

___________ contact HR

immediately.

I

__________ that you discuss your leave plans with your manager before

submitting your application. In addition, while you are not required to clear your
annual leave before the end of the calendar year, you

______________ do so to

achieve better work-life balance.

Task 1b (p.67)

• Who is the sender? Who is the recipient?
• What tone should be used in this memo?

According to company policy, all staff

need to / must submit their leave

applications to HR at least two weeks in advance. If you wish to alter your leave
arrangements after they have been approved, you

should / must contact HR

immediately.

I

__________ that you discuss your leave plans with your manager before

submitting your application. In addition, while you are not required to clear your
annual leave before the end of the calendar year, you

______________ do so to

achieve better work-life balance.

Task 1b (p.67)

• Who is the sender? Who is the recipient?
• What tone should be used in this memo?

According to company policy, all staff

need to / must submit their leave

applications to HR at least two weeks in advance. If you wish to alter your leave
arrangements after they have been approved, you

should / must contact HR

immediately.

I

(strongly) recommend / suggest that you discuss your leave plans with your

manager before submitting your application. In addition, while you are not required to
clear your annual leave before the end of the calendar year, you

______________

do so to achieve better work-life balance.

Task 1b (p.67)

• Who is the sender? Who is the recipient?
• What is the subject? What tone should be used?

According to company policy, all staff

need to / must submit their leave

applications to HR at least two weeks in advance. If you wish to alter your leave
arrangements after they have been approved, you

should / must contact HR

immediately.

I

(strongly) recommend / suggest that you discuss your leave plans with your

manager before submitting your application. In addition, while you are not required to
clear your annual leave before the end of the calendar year, you

are encouraged /

are advised to do so to achieve better work-life balance.

END