Write the Model Memo By Valerie Sokolosky The preferred business communica- tion is quick and direct. If your message is concise, you will communicate effectively. Take this test to ensure you memo: A. Begin with the precise complaint. B. Use emotionally charged words such as “frankly” for emphasis. C. Never tell the person how to remedy a situation. 9. When sending a congratulatory 7.C. 8. A. Give an incentive to act. Repeat information in case it has been misplaced or was not received. Restate the need for action, and outline the next steps. Be clear about your complaint. Offer enough details so that the person can review or research the problem and give a satisfac- make your point. 1. Begin your message with a: A. Subject line. B. Sentence outlining the message. C. Date and timeline. . In messages more than one paragraph long, give each paragraph: A. No more than three sentences. B. No more than five sentences. C. A headline. . The format should first state the: A. Details. B. Main message. C. Action steps. . Begin a job description with: A. A summary of responsibilities. B. Qualifications. C. A detailed list of responsibilities. . When sending a retirement announcement: A. Copy only those who worked closest with the person. B. Keep it informal and sincere and offer personal comments. C. Show it to the retiree before sending. . When announcing a promotion: A. Do it immediately. B. Include only information about the duties of the new position. C. Give personal information about the person being pro- moted. . Request for follow-up on an uncompleted task should include: A. A complaint, if the situation was not handled properly. B. Enough pressure to make the person act. C. Emphasis on the importance of your request. . When sending a complaint note: A. Begin with mention of the event, published article or honor. B. Perform a spell-check for accuracy. C. Remove the subject line and replace it with “Congratulations.” 10. When writing a policy memo: A. Warn of possible consequences. B. State in the subject line if the policy is new or revised. C. Emphasize restrictions. (Answers on page IV) Answers to “Memo” quiz on page III: Each correct answer is worth 10 points. 1. A. 2.C. 3. B. 4. A. 5. B. Avoid 6. A. Give readers the main message at the beginning —the bottom- line reason for writing. Headlines tell readers the essence of each paragraph. Keep the information concise within paragraphs. State your message in the fewest words possible, which allows readers to scan for highlights. Then give needed actions and other details. Construct your job description with broad areas of performance standards, followed by a report- ing structure, detailed qualifica- tions, and job responsibilities. lengthy retirement announcements, but give sin- cere accolades for the person’s business contributions and pleasant personality. Announce a promotion when it happens. To effectively motivate others, share the person’s accomplishments and qualifications and _ outline new responsibilities. tory solution. Use a positive tone to reassure the person that you feel confident the situation will be handled. 9. A. Use a subject line to tell the purpose of the congratulatory memo. Be specific and sincere with personal comments. 10. B. State what’s new in the subject line; people will more likely read the memo. Present policy as guidelines and bene- fits, rather than emphasizing restrictions and _ penalties. Give clear, categorical instruc- tions, separated by headers or bullet points. Quiz Scoring If you score: 80 to 100—You’re no doubt recognized and appreciated for your effectiveness. 60 to 70— Ever wonder why peo- ple don’t read your messages? Maybe it’s because they are too long, too complicated, or just not clear. Take heed and learn to communicate in writing. Below 60—Pay attention to well- written correspondence and consider taking a writing course. Valerie Sokolosky is a Dallas- based author and keynote speaker.