Memo 1: Positive Message 

Assignment: As the Human Resources Manager at XYZ Industries, Inc., it is your pleasure to announce the addition of annual performance-based bonuses for mid-level managers and above. These bonuses will require annual performance reviews to discern the amount of the bonus. Draft a memo explaining this scenario to this specific group of employees. 

The format of your memo tells your employees a lot about your sensitivity and professionalism. Since you do not want to upset any employees unnecessarily, you should also be conscious of your wording when explaining culturally-sensitive subjects. Pay particular attention to your memo’s margins, line spacing, font type and size, and placement of memo parts such as the addressees, subject line, and body. 

· Address the memo to all mid-level managers and above at your company. 

Recommended Organization 

Header: Begin your memo with the four standard memo heads (Date, To, From, Subject). 

Body/Discussion: In the first paragraph of the body, start off with the good news.  Memos do not begin with greetings or salutations. Explain what factors could have contributed to this new development (i.e. increased sales, raising stock price, etc.) and why the decision was made to reward employees with the surplus funds. 

The second paragraph is where you explain the new process that the employees can expect. Outline the way that reviews will be handled, and by whom. Feel free to be creative (yet somewhat realistic) when outlining how the performance scores will translate into bonuses (i.e. tier system, seniority, contribution value). 

In the third paragraph, be sure to validate any anticipated concerns employees may have about this adjustment. Explain the greater benefit in the long-term this decision provides and conclude your memo by indicating how the reader may contact you if he/she has any questions. In general, this section should be “short & sweet,” making sure that the employees know what is expected of them. 

Memo 1: Positive Message

Assignment: As the Human Resources Manager at XYZ Industries, Inc., it is your pleasure to announce the addition of annual performance-based bonuses for mid-level managers and above. These bonuses will require annual performance reviews to discern the amount of the bonus. Draft a memo explaining this scenario to this specific group of employees.

The format of your memo tells your employees a lot about your sensitivity and professionalism. Since you do not want to upset any employees unnecessarily, you should also be conscious of your wording when explaining culturally-sensitive subjects. Pay particular attention to your memo’s margins, line spacing, font type and size, and placement of memo parts such as the addressees, subject line, and body.

· Address the memo to all mid-level managers and above at your company.

Recommended Organization

Header: Begin your memo with the four standard memo heads (Date, To, From, Subject).

Body/Discussion: In the first paragraph of the body, start off with the good news. Memos do not begin with greetings or salutations. Explain what factors could have contributed to this new development (i.e. increased sales, raising stock price, etc.) and why the decision was made to reward employees with the surplus funds.

The second paragraph is where you explain the new process that the employees can expect. Outline the way that reviews will be handled, and by whom. Feel free to be creative (yet somewhat realistic) when outlining how the performance scores will translate into bonuses (i.e. tier system, seniority, contribution value).

In the third paragraph, be sure to validate any anticipated concerns employees may have about this adjustment. Explain the greater benefit in the long-term this decision provides and conclude your memo by indicating how the reader may contact you if he/she has any questions. In general, this section should be “short & sweet,” making sure that the employees know what is expected of them.

104 Unit 2: The Three-Stop Writing Process 5: Completing Business Messages 105

Use Lists and Bullets to Clarify and Emphasize

An effective alternative to using conventional sentences is to set off important ideas in a – a
series of words, names, or other items. Lists can show the sequence of your ideas,
heighten their impact visually, and increase the likelihood that readers will find your key
points. In addition, lists simplify complex subjects, highlight the main point, ease the
skimming process for busy readers, and give them a breather. Consider the difference
between the following two approaches to the same information:

Narrative

Owning your own business has many
advantages. One is the ease of
establishment. Another advantage is
the satisfaction of working for yourself.
As a sole proprietor, you also have the
advantage of privacy because you do
not have to reveal your information or
plans to anyone.

List

Owning your own business has three
advantages:

• Ease of establishment
• Satisfaction of working for yourself
• Privacy of information

When creating a list, you can separate items with numbers, letters, or bullets (a
general term for any kind of graphical element that precedes each item). Bullets are
generally preferred over numbers, unless the list is in some logical sequence or ranking,
or specific list items will be referred to later on.
Lists are easier to locate and read if the entire numbered or bulleted section is
set off by extra space before and after, as the preceding examples demonstrate.
Furthermore, when using lists, make sure to introduce them clearly so that people know
what they’re about to read.

Bibliography:
Courtland L., B., & John V., T. (2007). Completing Business Messages. In D. Parker, R.

Butera, & M. Boos (Eds.), Business Communication Essentials (3rd ed., pp. 104-
105). Upper Saddle River: Pearson Prentice Hall.

1Lists are effective tools for highlighting and simplifying material.