WRITING MEMOS MEMOS VS LETTERS VS EMAILS MEMOS VS LETTERS VS EMAILS MEMOS VS LETTERS VS EMAILS MEMOS VS LETTERS VS EMAILS WRITING DIRECTIVES AND INSTRUCTIONS • Directives tell employees WHAT to Instructions tell employees HOW to something, which may take the form of memos, letters, or even booklets • The goal in writing these documents is that they should be so obvious and self-explanatory that readers will not have to ask for additional help SAMPLE DIRECTIVES Please send me employee vacation schedules for the fourth quarter, October through December, no later than January 15 Note that we have pushed back the deadline for submitting the schedules by two weeks This change is made possible by the new computerized personnel system The new deadline should give your line workers more time to firm up their vacation plans Use the attached form, which has also been simplified, for reporting fourth quarter vacation schedules WRITING INSTRUCTIONS • Instructions differ from directives in the amount of information they provide • Assume that the writer knows nothing about the procedures HOW TO WRITE INSTRUCTIONS When you need to explain in writing how to something, a set of instructions is your best choice By enumerating the steps, you make it easy for readers to perform the process in the correct sequence Your goal is to provide a clear, self-sufficient explanation so that readers can perform the task independently Equipment Needed: Writing Materials Preparing to Write Useful Instructions Perform the task yourself, or ask experts to demonstrate it or describe it to you in detail Analyse prospective readers’ familiarity with the process so that you can write instructions at their level of understanding HOW TO WRITE INSTRUCTIONS Making Your Instructions Clear Include four elements as needed: an introduction, a list of equipment and materials, a description of the steps involved in the process, and a conclusion Explain in the opening why the process is important and how it relates to a larger purpose Divide the process into short, simple steps, presented in order of occurrences Present the steps in a numbered list or present them in paragraph format, making plentiful use of words indicating time or sequence, such as first and then If the process involves more than ten steps, divide them into groups or stages identified with headings Phrase each step as a command (e.g “Do this” instead of “You should this”); use active verbs, specific terms (“four” instead of “several”) HOW TO WRITE INSTRUCTIONS When appropriate, indicate how readers may tell whether a step has been performed correctly and how one step may influence another Supply warnings when performing a step incorrectly that could result in damage or injury, but limit the number of warnings so that readers not underestimate their importance Include diagrams of complicated device, and refer to them in the appropriate steps Summarize the importance of the process and the expected results in the conclusion Testing Your Instructions Review the instructions to be sure they are clear and complete Also judge whether you have provided too much detail Ask someone else to read the instructions and tell you whether they make sense and are easy to follow CRITERIA FOR WRITING SUCCESSFUL MEMOS DATE: TO: FROM: SUBJECT: (focus + topic) INTRODUCTION A lead-in, warm-up, overview stating why you’re writing and what you’re writing about DISCUSSION Detailed development, made accessible highlighting techniques, explaining exactly what you want to say CONCLUSION A summation stating what’s next, when this will occur, and why the date is important SUBJECT LINE: (A “WHAT” ABOUT THE “WHAT”) = FOCUS + TOPIC Erroneous: Subject: Language Teachers Better: Subject: Faculty Loading for Language Teachers INTRODUCTION • One to two introductory sentences that tell what and why you’re writing INTRODUCTION (EXAMPLES) In the third of our series of quality control meetings this quarter, I’d like to get together again to determine if improvements have been made As a follow-up to our phone conversation yesterday, I have met our VPAA regarding your suggestions She’d like to meet with you to discuss the following ideas in more detail DISCUSSION • Developing the content specifically • Answers reporter’s questions • Note that the longer the paragraph, the more likely your audience will avoid reading DISCUSSION Sample: Unfriendly Text This year began with an increase, as we sold 4.1 million items in September compared to 3.8 for September 2014 In October, we continued to improve with 4.3, compared with 3.6 for the same time in 2014 November was not quite as good, as we sold 4.0 against the November 2014 figure of 4.2 December was about the same with 4.2, compared to 4.1 for December 2015 DISCUSSION Sample: Reader friendly text 2014 2015 Increase September 4.1 3.8 October 4.3 3.6 November 4.0 4.2 December 4.2 4.1 Decrease 0.3+ 0.7+ 0.20.1+ CONCLUSION - This should be able to sum important points of the body and provide closure SEATWORK (INDIVIDUAL TASK) An employee under your supervision sees a problem in his or her work environment and has written a memo suggesting a solution You don’t believe the suggested solution will work Write a memo providing a response .. .MEMOS VS LETTERS VS EMAILS MEMOS VS LETTERS VS EMAILS MEMOS VS LETTERS VS EMAILS MEMOS VS LETTERS VS EMAILS WRITING DIRECTIVES AND INSTRUCTIONS • Directives... follow CRITERIA FOR WRITING SUCCESSFUL MEMOS DATE: TO: FROM: SUBJECT: (focus + topic) INTRODUCTION A lead-in, warm-up, overview stating why you’re writing and what you’re writing about DISCUSSION... Instructions tell employees HOW to something, which may take the form of memos, letters, or even booklets • The goal in writing these documents is that they should be so obvious and self-explanatory