E-mails and Memos that relate information,
procedures, and instructions
E-mails and Memos that make requests
E-mails and Memos that respond
E-MAILS AND MEMOS FOR
E-mails and Memos That Relate
Information, Procedures, and Instructions
These memos distribute information, describe
procedures and deliver instructions
These messages flow downward from
management to employees
Content of memos relates to the daily
operation of an organization
No response (telephone, e-mail conformation,
or visit ) is necessary.
Writing an Informative Memo
Break the procedure or instructions down into
List the steps in chronological order
Begin each step with an action verb
Definition and Purpose
A request or asking for information is asked
WITHOUT providing an explanation because
the nature of the information is routine
If you need answers to questions you have two
options in your memo
Ask the most information question first, followed
by an explanation and then other questions
Use a polite command, Please answer the
The tone should be respectful and courteous
Definition and Purpose
When responding to a request begin the
memo with the main idea-
Summary of the contents of the memo-refer to the
The body of the information provides the
To: All Employees
From: Elizabeth Mendoza, Human Resources
Subject: New Holiday Plan
In the past we’ve offered all employees 11 holidays (starting with New
Year’s Day in January and proceeding through Christmas Day the following
December). Other companies offer similar holiday schedules.
In addition, we’ve given all employees one floating holiday. As you know =,
we’ve determined that’s day by a companywide vote. As a result, all
employees had the same day off. Now, however, management is
considering a new plan that we feel would be better. This new plan involves
a floating holiday that each individual employee may decide for herself or
himself. We’ve given it considerable thought and decided that such a plan
could definitely work. We would allow each employee to chose a day that
he or she wants. Of course, we would have to issue certain restrictions.
Selections would have to be subject to our staffing needs within individual
departments. For example, if everyone wanted the same day, we could not
allow everyone to take it in. In that case, we would allow the employee with
the most seniority to have the day off.
Before we institute the new plan, though, we wanted to see what
employees thought about this. Is it better to continue our current
companywide uniform floating holiday? Or should we try an individual
floating day? Please let us know what you think as soon as possible?
Fails to open with the main idea (asking
employees which plan they prefer).
Confuses the reader with unnecessary
Emphasizes the writer’s view rather than the
Forgets to make it easy for the reader to respond.
Provides no end date.