topic is normally introduced in the opening sentences and then moves on to supporting details – the body of the memo. This part of the memo is often presented in bullet points. Memos should not be longer than one page. The heading To: (Readers’ names and job titles) From: (Writer’s name and job title) Date: Subject: (Be specific and concise) You have received this email from your boss: Task 11 Write the memo in neutral language. Feedback 105 Dear Anne As the company is growing so fast, I’ve decided to lay on some courses on team-building and feedback. Can you write a memo to the HR department and ask them to get in touch with some external consultants to find out about length and content of courses and how much they charge. This is pretty urgent and I also want them to get together a list of those people in the company who would benefit from the course in the first instance. Thanks Bill 12 Deadlines and Reminders The word deadline divides people into two groups, those who shrink and groan at the very mention of it and those who prick up their ears and feel their energy levels rising. Think of a deadline as something positive; it provides a framework so that you know exactly how much time you have to do a particular task or work on a project. It helps you plan. Of course, a deadline must be realistic; if it is too tight, the quality of the work will probably suffer. Experience and planning will enable you to evaluate the feasibility of the deadline and if necessary, you may need to get the deadline extended or the workload reduced. Asking to have deadlines extended or workload reduced Task 1 Below are some useful sentences to use when negotiating for more time. Complete the gaps with a word/phrase from the box. The first one has been done as an example. 1. Having worked out exactly what this , I calculate that I’ll need until the end of March to get a first to you. 2. I think we might have been too optimistic with our first deadline of March 20th. In order to complete the project to our usual high , I we need until the end of April. 3. Unless I can some of my other duties, I won’t be able to get this until early April. 4. I would suggest some help here if we’re to the March deadline. 5. Don’t forget to plan to meet a deadline ahead of time. That way you will have some to work with in case there are any calling in completed / draft / entails / hitches / meet / offload / reckon / slack / standards worked out Setting deadlines You may find yourself managing a piece of work or a project where you are responsible for setting the deadline. If the project is complex, break down tasks into manageable chunks and set mini-deadlines. A series of mini-deadlines is a constructive way of keeping everyone’s work on course and you can monitor progress. This way you will have plenty of warning if completion of the project looks as if it is going to be late. You can then either extend deadlines, or draft in help. When issuing deadlines, be clear about why you have chosen a particular time period, and how it will benefit the project as a whole. Some of the phrases in the sentences that follow might be useful: If we can get this new Website up and running by June, that’ll give us July and August, our slack months, to deal with any teething troubles before we get into our hectic months, September and August. I’ve checked with the team who worked on the X project, which was very similar to this one, and they estimate two months should be enough time for us to produce a first draft of the new brochure. Looking at the extent of this project, I’d like to suggest we break it down into manageable parts. I believe we should have collected in all the data by the end of March. So that’s the first milestone. Task 2 Find phrases in the sentences above which mean 1. operating 2. problems which happen in the early stages 3. very busy 4. piece of text containing main ideas but not yet in its final form 5. size 6. divide into smaller units 7. important event Getting people to stick to deadlines This covers all sorts of areas of a PA’s work, from getting projects or reports completed on time to getting clients to deliver goods or even pay their bills on time. The best way to avoid having to chase up people who have missed a deadline is to remind them about it beforehand. However, when a deadline arrives, and you have not received the report, payment or whatever it may be, your first port of call is to check whether it was made clear when the deadline was. This should have been clearly Setting deadlines 107 stated at the outset, when any work was commissioned, goods ordered or invoice sent. In the first reminder, you should make allowance for genuine mistakes, omissions, delays due to technology, etc. If the work is an in-house report or something of that nature, you will probably talk to the person concerned directly. Task 3 What would you say in the following situations? 1. You expected the travel itinerary for Mr. Nicolas Overbeek and Ms. Johanna Vatle by the end of the day yesterday. It is now 11am. Speak to Jeanette who is the member of your team who is responsible for producing the itinerary. 2. The deadline for Marc to have collated the information packs for delegates attending the conference is today. You see no evidence of this being done. Speak to Marc. 3. New stationery supplies are distributed to the offices on the 5th of every month. It is the 6th and your stock has not been replenished. Speak to Margot who is responsible for stationery supplies. 4. You asked Paul to draw up the office staff holiday planner for next year by the end of last week. You have not seen it yet. Talk to Paul. Alternatively you might send an informal reminder by email. 108 Deadlines and Reminders Example Hi Jack, Listen, I’m waiting for your report on X. I really need it because I’d like to feed the information in it into Friday’s meeting with Sarah Trent. Example Dear Helen, Could you let me have your report on X as soon as possible. I need time to go through it before Friday’s meeting with Y. Do get back to me if there are any problems. Many thanks Hans Task 4 Write an informal email to a colleague who was due to give you the first draft of an advertisement yesterday. You should: ᭤ ask whether the draft has been completed ᭤ say why you need it (ad to go in next week’s magazine) ᭤ ask the colleague to contact you if there are problems ᭤ set a deadline for today Written reminders to clients There are usually three stages taken by a supplier to recover a debt: 1. a polite letter which accepts there may be a good reason why the invoice has not been paid 2. a more insistent letter which: ᭤ refers to the first polite letter ᭤ has copies of invoices and statements enclosed ᭤ specifies a date when you expect payment to be made by 3. a final demand which needs to be handled with tact as your objective is to recover the debt, not alienate the debtor. This final demand should: ᭤ review the case so far ᭤ specify how long the invoice has been outstanding for ᭤ if necessary, threaten legal action if the invoice is not settled within a specified time Written reminders to clients 109 Example letter 1 First reminder Request for payment Dear Mr Belmont I am writing with regard to our invoice No. YT 7832 for $6,843.58, a copy of which is enclosed. It would seem from our records that this invoice has not yet been settled. In the past, you have always cleared your accounts regularly on the due dates. That is why I would like to ask if any problems have arisen which I may be able to help you with. Please let me know if I can be of any assistance. Yours sincerely Yann Tricard Director Enc. Invoice No. YT 7832 . project where you are responsible for setting the deadline. If the project is complex, break down tasks into manageable chunks and set mini-deadlines. A series of mini-deadlines is a constructive. your team who is responsible for producing the itinerary. 2. The deadline for Marc to have collated the information packs for delegates attending the conference is today. You see no evidence of. might send an informal reminder by email. 108 Deadlines and Reminders Example Hi Jack, Listen, I’m waiting for your report on X. I really need it because I’d like to feed the information in it