1. Medium- An interoffice memorandum can be in paper form or electronic (e-mail). The following instructions are for business memorandums hand delivered on regular paper and not on letterhead.
2. Format- An interoffice memorandum is less formal in nature; but should be prepared in a structured format so that the information is simply conveyed and your purpose (or resolve) is very evident.
3. Heading- Generally the heading states the fact that the document is a memo and very clearly and concisely states who it is to and who it is from. Next would be the date and then the most important part which would be the subject matter. The writer will need to initial the printed copy.
4. Problem background- Start the memo by giving information about the subject’s background.
Ex: As you know the economy has slowed down considerably in the last 6 months since the Sales Budget and forecast was delivered to my office. Development of the forecast model was designed around a different economic structure than we live in today.
5. Statement of problem- Next you should state the problem associated with the topic, and remember to be clear and concise.
Ex: Since the creation of the forecast model the company has made concessions to make up for the shift in the economy. Our sales staff has been cut in half. These changes call for the need to revisit and recreate the original model.
6. Statement of solution- Probably the most important part of your memo is to give the reader a statement of solution. Explain your idea to remedy the situation.
Ex: I would like to head a team of people that would recreate the “Sales Budgeting and Forecasting Model”. We would address the shift in our industry and changes regarding competition; as well as our own internal changes. I believe that if the business model is structured properly that the company can profit from the changes the world economy is experiencing today.
7. Disruption- Be forthright and candid about disruptions that may occur due to your resolve concept.
Ex: I would like to be clear that there will be a disruption to our current schedule for sales meetings. I will schedule extra time to continue to manage my sales staff; but we will need to temporarily cancel further sales meetings to make time for the work to the new model. I feel that it is urgent to have the new model in place prior to January 1st, 2009.
8. Cooperation- Request cooperation from your audience. Be sure that you have completed the research necessary to outline the steps it will take to complete the project or to resolve the issue.
Ex: I am requesting a meeting on Wednesday November 26th, 2008, at noon, in my office. I will provide you with an outline of the resources needed to complete the new model at that meeting. I am eager to get started and believe in our ability to succeed.
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