CHAPTER 1 INTRODUCITON Memorandums written communication advising or informing employees of policies and procedures decided to adopt Memo put on a notice board OR circulated in internal mail to th[.]
Memorandums: written communication advising or informing employees of policies and procedures decided to adopt Memo: put on a notice board OR circulated in internal mail to the departments in concerns (employees sign to acknowledge) Layout › Special letter-heading for memorandums: Less information about the company Indicate the department issuing the memo › State: who it is to, who it is from, the subject and the date › Paragraphs: numbered Memos may have a tittle › Subject: Introduction of shift-work › Subject: Annual audit › Subject: Pension Scheme If no title, introduce the subject in the opening paragraph: › A Shift-Work system is to be introduced next month › The annual Audit will begin on March 19— › A contributory Pension Scheme is to be introduced as from July 19 Explain to staff how they will be affected: › The shift-work system will affect all employees in this branch of Halliwell and Fischer and will be introduced on a two-shift basis-06.00 to 14.00 hours and 14.00 to 20.00 hours You will be told by department heads… › The auditors will be allotted offices which will mean that some members of staff will be temporarily transferred to other offices in the building… › Members of staff will have to join the pension scheme and contribute 6% of their gross monthly salary The contributions will go towards a retirement benefit plan which at 60 will offer a pension of 70% of gross salary in addition to the Government scheme The employees must be told when the policy becomes effective: › The scheme will begin from February 19- › The audit will begin on March and should take about three weeks… › Contributions to the scheme will be deducted from the pay month ending July 19 State who will be affected and where: › The audit will affect all branches of the company, and warehousemen are reminded that they will have to account for any missing items Staff will be expected to explain the loss of any equipment, or damage to … › The pension scheme will only affect those members of staff who were employed on or before January 19 Employees who joined after that date will be included in the scheme as soon as they have completed six months’ full-time employment with the firm Explain what should be done: › Will all employees please see either their supervisors or department managers, who will let them know which shift they will be working on for the first month? Another memo will be circulated next week, explaining a bonus scheme which will be introduced as part of the new arrangement › Everyone included in the scheme will receive a booklet giving them details of how the pension plan will work and what benefits they will receive on retirement or in the event of their deaths A contract with a copy will also be enclosed and you should sign it, then hand it to your departmental manager before 21 June 19 If the memo appears to be complicated, advise staff to contact a manager, supervisor or a departmental head for explanation › If you have any problems whatsoever with the shift which you have been allotted, or cannot work on a shift basis, please tell your supervisor or manager when you see him › If there are any problems you feel your manager should be made aware of before the auditors arrive, please let him know at once › The booklet should explain the scheme clearly to you But if there is anything you not understand, of if you are already in a scheme that might be affected by the firm’s pension plan, please inform your departmental manager as soon as possible Memo to Department managers Visit of a customer Retirement of CEO Automation Redundancies Reports: used in administration to announce, explain or recommend policy Reports from external agencies: called in by the firm to review problems or business associates Reports from internal sources: to investigate the possibilities of increasing efficiency in the company Length depends on the complexity of the subject, but all follow a similar pattern Title: explain the report’s › “The development of small industries in Nigeria” › ‘The limitations of the Consumer Protection Act 1989’ › ‘The problems of English-language teaching in London Colleges of Further Education’ Introduction: summary of the report and the circumstances or conditions initiating it; the objectives and limitations of the enquiry Background: allow readers to see how the situation rose, how it can be corrected, improved on, or changed Facts: explain the situation that exists and offers evidence to support the statements that the writer is making Conclusions: the ideas formed from the evidence; draw together all aspects of the situation Recommendations: follow from conclusions; be suggestions to improve, or change the current situation A memo should indicate clearly at top who it is to, who it is from, what it is about, and the date it was written Memos can be addressed to one individual or a group of people within a company Reports prepared by market researchers and advertising agencies are often aimed at improving the efficiency and profitability of a company Reports tend to follow a fixed pattern, thus enabling the readers to locate easily the sections which are of particular interest to them, and to refer to them quickly in meetings