Memos, Memo Reports,

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Indirect Messages Memo Reports
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Organizational Plan for Indirect Messages

• I N D U C T I V E
• Use for Bad News or Persuasion

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Persuasive - Inductive

• Attention Have you ever played golf on a hot,
  humid day and realized that the only place to get
  a drink was still six holes ahead?
• Interest - How writer can help
• Desire Reader benefits
• Action - Just complete and mail the postage-paid
  order card indicating how many bottles you would
  like at 4 each. Your order will be shipped to
  you the day we receive it.

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Refusal -Inductive

• Main goal - maintain a positive relationship with
  the reader even though youre refusing the
  request.

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Refusal - 1st paragraph

• Begin with a buffer that is a couple of sentences
  long. The buffer should introduce the subject
  and say neither yes nor no.
• Thank you for requesting a charge account at
  Taltons.
• or
• Your request for a charge account at Taltons
  tells us
• something important You enjoy the rewards of
  owning a
• smart, up-to-the-minute wardrobe.

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Refusal - middle paragraph(s)

• Provide a factual explanation for the refusal.
• State refusal in positive terms. Tell what you
  can do, not what you cant. Bury the refusal but
  state it clearly. Avoid negative words, such as
  regretfully and unfortunately.
• Offer an alternative proposal. Focus on what you
  CAN do for the reader.

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Refusal - closing paragraph

• Offer a goodwill statement.
• Dont repeat the refusal close in a friendly,
  positive manner.
• Include Resale, which stresses the alternative
  proposal again.

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Contrast

• Good News Deductive
• Bad News or Persuasive Inductive
• Two letters from the same company follow

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Good News Letter

• Congratulations! Kevin has been accepted in
• our current student enrollment. The policy you
• applied for is enclosed and is now in force. I
• would like to commend you for the concern you
• have shown for Kevins future.
• (last paragraph) We welcome this opportunity to
• serve you. If you have any questions, simply
  call toll-
• free to 1-800-222-2062. We will be happy to help
  
• you in any way we can.

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Bad News Letter

• Dear Applicant
• Thank you for submitting an application to
  National
• Benefit Life Insurance Company for your child
  Scott.
• Based on responses to the medical questions in
  the
• application, we must decline this policy.
  However,
• this does not mean that your child would not be
• eligible for other insurance which is evaluated
  with
• complete medical underwriting.

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Bad News Letter

• Enclosed is your refund check to cover your
  initial
• deposit. We thank you for your inquiry.
• SAME SITUATION - DIFFERENT COMPANY FOLLOWS

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Bad News Letter

• Dear Lane Anderson
• Thank you for applying to our company for your
• insurance needs.
• We would like to insure everyone under a life
  policy,
• but we are not always able to do so. Our
  decision to
• not provide you with the coverage requested was
  based
• entirely on the yes answer(s) you provided on
  the
• application regarding your health history.

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Bad News Letter

• Attached to this letter is your initial premium
  and
• application.

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Bad News Letter

• Buffer
• Reason before Refusal
• Refusal in positive terms
• Courteous ending off subject of bad news

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Bad News Letter New Subject

• Dear Mr. Anderson
• After carefully reviewing your file, we feel that
  with
• some additional academic preparation, you will be
  
• ready to enroll for Fall Semester.
• The College Skills Seminar (CSS) has been
  developed
• for students like you who need further
  preparation
• before attempting college level work.

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Bad News Letter New Subject

• A CSS brochure has been mailed to you. Admission
  to
• CSS is limited, and those who respond to this
  offer will
• be admitted on a first-come, first-served basis.
  If you
• are interested in this offer, please call the CSS
  Office at
• [phone].
• If you have any questions, please feel free to
  contact us
• by e-mail or by telephone at [phone].

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MEMO REPORTS(Internal Documents)

• Memo Reports
• Assessment
• Peer Evaluation
• Group Collaboration
• Recommendation or Justification
• Periodic and Progress

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RECOMMENDATION MEMO REPORT

• Format
• Standard margins1 top, right, bottom, left
• Paragraphs no longer than 8 lines
• Page header on pages after the first
• Maintain the required length for this assignment
  include the right number of headings.

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ASSESSMENT MEMO REPORT

• Organization
• Introduction
• Provide general background overview of rest of
  memo
• If applicable, provide a specific list of
  items compared
• Keep paragraphs coherent and sentences concise

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ASSESSMENT MEMO REPORT

• Organization
• Body
• Provide specific details
• Can include visuals here
• Introduce them
• Summarize them in the text
• Do not divide them (except lists) between pages

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ASSESSMENT MEMO REPORT

• Organization
• Conclusion
• Summarize major ideas including your evaluation
  of them
• Offer further communication word it positively
• google.com offers 1,190,000 entries under the
  Assessment Memo topic

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Guidelines for Writing Good Memo Reports

• 1. Add transitions between paragraphs.
• First/second/third
• Subheadings can function as transitions.

The M.J.Neeley Center for Professional
Communication, Texas Christian University
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Guidelines for Writing Good Memo Reports

• 2. Run a spell checker after you write the
  memo.
• Check entire document
• Remember The spell checker will not catch every
  error.

The M.J.Neeley Center for Professional
Communication, Texas Christian University
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Guidelines for Writing Good Memo Reports

• 3. PROOFREAD the entire memo.
• Read aloud to catch mistakes
• Ask someone else to read the memo

The M.J.Neeley Center for Professional
Communication, Texas Christian University
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Avoid Those Slippery SlopesFollow Guidelines for
Direct Messages, Indirect Messages, and Format