COM3112 Florida International Increment of Annual Performance Based Bonuses Memo Memo 1: Positive Message Assignment: As the Human Resources Manager at XY

COM3112 Florida International Increment of Annual Performance Based Bonuses Memo 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.

Preparation: Review Chapter 10: Writing Routine and Positive Messages (Especially pages 266-267).

Format: Memo formatting can be found on page 167-168, 590 in your book.

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.
Preparation: Review Chapter 10: Writing Routine and Positive Messages (Especially pages 266-267).
Format: Memo formatting can be found on page 167-168, 590 in your book.
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 gene ral, this
section should be “short & sweet,” making sure that the employees know what is expected of them.
Memos
Digital media have replaced most internal printed memos in
many companies, but you may have occasion to send printed
memos from time to time. These can be simple announce-
ments or messages, or they can be short reports using the
memo format.
On your document, include a title such as MEMO or
INTEROFFICE CORRESPONDENCE (all in capitals) cen-
tered at the top of the page or aligned with the left mar-
gin. Also at the top, include the words To, From, Date, and
Subject-followed by the appropriate information—with a
blank line between as shown here:
.. Other elements. Treat elements such as reference ini-
tials and copy notations just as you would in a letter.
One difference between letters and memos is that while
letters use the term enclosure to refer to other pieces
included with the letter, memos usually use the word
attachment.
Memos may be delivered by hand, by the post office
(when the recipient works at a different location), or through
interoffice mail. Interoffice mail may require the use of spe-
cial reusable envelopes that have spaces for the recipient’s
name and department or room number; the name of the pre-
vious recipient is simply crossed out. If a regular envelope
is used, the words Interoffice Mail appear where the stamp
normally goes, so that it won’t accidentally be stamped and
mailed with the rest of the office correspondence.
Informal, routine, or brief reports for distribution
within a company are often presented in memo form. Don’t
include report parts such as a table of contents and appen-
dixes, but write the body of the memo report just as care-
fully as you’d write a formal report.
MEMO
TO:
FROM:
DATE:
SUBJECT:
Sometimes the heading is organized like this:
TO:
DATE:
MEMO
FROM:
SUBJECT:
Reports
Enhance the effectiveness of your reports by paying careful
attention to their appearance and layout. Follow whatever
guidelines your organization prefers, always being neat and
consistent throughout. If it’s up to you to decide formatting
questions, the following conventions may help you decide
how to handle margins, headings, and page numbers.
MARGINS
The following guidelines will help you effectively for-
mat specific memo elements:
•• Addressees. When sending a memo to a long list of
people, include the notation See distribution list or See
below in the To position at the top; then list the names
at the end of the memo. Arrange this list alphabeti-
cally, except when high-ranking officials deserve more
prominent placement. You can also address memos to
groups of people—All Sales Representatives, Produc-
tion Group, New Product Team.
•• Courtesy titles. You need not use courtesy titles any-
where in a memo; first initials and last names, first
names, or even initials alone are often sufficient.
However, use a courtesy title if you would use one in a
face-to-face encounter with the person.
• Subject line. The subject line of a memo helps busy
colleagues quickly find out what your memo is about,
so take care to make oncise and compelling.
• Body. Start the body of the memo on the second or
third line below the heading. Like the body of a letter,
it’s usually single-spaced with blank lines between
paragraphs. Indenting paragraphs is optional. Handle
lists, important passages, and subheadings as you do
in letters.
•• Second page. If the memo carries over to a second page,
head the second page just as you head the second page
of a letter.
• Writer’s initials. Unlike a letter, a memo doesn’t require
a complimentary close or a signature because your name
is already prominent at the top. However, you may ini-
tial the memo—either beside the name appearing at the
top of the memo or at the bottom of the memo.
All margins on a report page should be at least 1 inch wide.
The top, left, and right margins are usually the same, but
the bottom margins can be 1% times deeper. Some special
pages also have deeper top margins. Set top margins as deep
as 2 inches for pages that contain major titles: prefatory
parts (such as the table of contents or the executive sum-
mary), supplementary parts (such as the reference notes or
bibliography), and textual parts (such as the first page of
the text or the first page of each chapter).
If you’re going to bind your report at the left or at the
top, add half an inch to the margin on the bound edge (see
Figure A.8): The space taken by the binding on left-bound
reports makes the center point of the text a quarter inch to
the right of the center of the paper. Be sure to center headings
between the margins, not between the edges of the paper.
HEADINGS
If you don’t have a template supplied by your employer,
choose a design for headings and subheadings that clearly
distinguishes the various levels in the hierarchy. The first-
level headings should be the most prominent, on down to
the lowest-level subheading.
Left-Bound
Top-Bound
11/2″
+1
+1
+1″
+1″
11″
Center
11″
Center
+11/2″
Line
Line
81/2″
81/2″
Figure A.8 Margins for Formal Reports
PAGE NUMBERS
Every page in a report is counted; however, not all pages
show numbers. The first page of the report, normally the
title page, is unnumbered. All other pages in the prefatory
section are numbered with a lowercase roman numeral,
beginning with ii and continuing with iii, iv, v, and so on.
Start numbering again with arabic numerals (1, 2, and
so on) starting at the first page of the body.
You have many options for placing and formatting the
page numbers, although these choices are usually made for
you in a template. If you’re not using a standard company
template, position the page number where it is easy to see
as the reader flips through the report. If the report will be
stapled or otherwise bound along the left side, for instance,
the best place for the page number is the upper right or
lower right corner.
Endnotes
1. Mary A. De Vries, Internationally Yours (Boston: Houghton
Mifflin, 1994), 9.
2. Patricia A. Dreyfus, “Paper That’s Letter Perfect,” Money, May
1985, 184.
3. Linda Driskill, Business and Managerial Communication: New
Perspectives (Orlando, Fla.: Harcourt Brace Jovanovich, 1992), 470.
4. Lennie Copeland and Lewis Griggs, Going International: How to
Make Friends and Deal Effectively in the Global Marketplace, 2nd
ed. (New York: Random House, 1985), 24–27.
5. De Vries, Internationally Yours, 8.
6. U.S. Postal Service, International Mail Manual, Issue 34, 14 May
2007, www.usps.gov.

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