I MODEL MEMOS FOR D~4Y-TO-DAY OPERATIONS ...

I MODEL MEMOS FOR D~4Y-TO-DAY OPERATIONS
ANNOUNCING A JOB VACANCY _____ TO:
FROM:
DATE:
SUBJECT: JOB VACANCY Qualified employees are encouraged currently open < in the Finance
Department>. October 1, 19--, marks the closing date< for applications.>
This position is vacant because < of promoting>< from within whenever
possible>, interested employees need
, no later than 5:00 p.m., October 1, 19--: 1. an updated application form 2. a letter of application, outlining your qualifications for the
position 3. a current resume , stop < to review the job
announcement>. The new Analyst Il should be notified .
Best . Memo Writer Tips 1. Name the job and department . Those can read on; those may stop here.
2. Be sure you include deadline information 3. It's a good idea < why this vacancy has occurred>. This
will short-circuit rumors and may provide potential applicants < to apply.> 4. Make sure you provide details about must be
submitted , and encourage readers
. , employees won't waste valuable time
applying < if they are not fully qualified.> Phrasing Alternatives:
Para~vap1r 1 If you meet the qualifications , please submit
your application < by Friday>, August 2.
MODEL MEMOS FOR DAY-TO-DAY OPERATIONS / 3
A vacancy in the Credit Collections Division is scheduled to occur on
November 14, 19-. All interested and qualified employees are encouraged to
apply by November 26. Qualified workers interested in applying for Radiology Technician should
submit application materials to the personnel office no later than July 17,
19--. Paragraph 2 Max Larson has accepted a position in the Charlotte office, creating this
vacancy. if you are interested in this position, send an updated
application form and letter of application to Sue Knowles, Room 206, by
4:30 p.m., August 2. Budget allocations have enabled us to hire an additional Collections
Representative. Those who meet the qualifications should send the following
to the personnel office by November 14: 1. Form 3405
2. A current resume
3. A letter of recommendation from your immediate supervisor Paragraph 3 A job description is available on the Job Vacancy Announcement Board, Suite
706. Review this carefully before submitting your application package. Contact the personnel department for a copy of Job Announcement #34566.
Make sure you meet the qualifications before you apply. Good luck!
ANNOUNCING A LAY-OFF TO:
FROM:
DATE:
SUBJECT: LAY-OFF Sales of door fasteners have steadily declined for the past two years. This
decline makes it impossible for the company to continue to manufacture
these items without, ultimately, affecting sales in other areas. For this reason, all workers on the fastener production line will be laid
off, effective Friday, April 4, 19--, at 4:00 p.m. Your final paycheck,
including two weeks' severance pay, will be ready by that date. Pick your
check up in the payroll office on April 4. I am very sorry this lay-off could not be avoided. I want to thank you all
for the hard work you've given to this company. As openings become
available in other areas, you may be called back to work, according to
applicable personnel policies.
4 / MODEL MEMOS FOR DAY-TO-DAY OPERATIONS Memo Writer Tips 1. Explain why the lay-off has become necessary.
2. Tell workers who will be laid off, when.
3. Discuss any procedures for recalling workers, applicable union
policies, unemployment insurance benefits, etc. Phrasing Alternatives: Paragraph 1 Company profits have dwindled by 35 percent this year. These dwindling
profits have prompted me to study areas where we might cut back on
personnel, in order to preserve some jobs.
House Bill 1136 passed on March 5 mandated a reduction in force of Health
and Human Services counselors. The holiday season has ended. This. means Abbott Department Store must
return to pre-holiday personnel levels. Paragraph 2 Much to my regret, you will be laid-off at the end of your shift on Friday,
March 3, 19--. Your last check, including one month's severance pay, will
be mailed to you no later than March 10. Counselors hired within the last year will either be offered other
positions within the agency or laid off, based on job performance and
seniority factors. These status changes will begin on Monday, October 9, 19-
. Human Resources will schedule an appointment with each counselor affected
by this action within the next 30 days. Seasonal employees hired within the past 90 days will be laid off after
Friday, January 15, 19--. You may pick up your final paycheck before you
leave work on that date. Paragraph 3 Thank you for all your hard work. I wish we could have avoided this lay-
off, but declining profits simply make that impossible at this time. I appreciate your service and dedication. Union guidelines specify that
employees may be called back to work, if additional work becomes available,
according to seniority rights. The personnel office will provide you with
information about filing your unemployment insurance claims.
t
MODEL MEMOS FOR DAY-TO-DAY OPERATIONS I 5 Your loyalty and outstanding performance are greatly appreciated. Perhaps
you'll have the opportunity to work for us again next season.
ANNOUNCING A PROMOTIONAL
EXAMINATION TO: FROM: DATE: SUBJECT: PROMOTIONAL EXAMINATION, CLERK-TYPIST The promotional examination for Clerk-Typist will be given on Monday,
February 3, 19--, from 8:00 a.m. to 12:00 noon in Room 1238. Employees who
plan to take the examination must register with the personnel office by
4:00 p.m., Friday, January 1.
No materials, including briefcases, handbags, etc., can be taken into the
examination room. No one will be admitted to the examination room after
8:00 a.m.
SHARP.
Study booklets are available in the personnel office. Memo Writer Tips 1. The first sentence should include what, when, and where specifics
about the promotional examination.
2. Discuss any restrictions or special conditions In the second
paragraph so employees come properly prepared on exam day.
3. Provide information about available study materials, etc. Phrasing Alternatives: Paragraph 1 The examination for Occupational Health Nurse has been scheduled for
Saturday, April 11, 19--. The exam will begin promptly at 9:00 a.m. and
last until 1:00 p.m. To register, contact Marge Miller at ext. 410 no later
than Wednesday, April 8. Now is the time to register for the upcoming promotional exam for
Supervisor I, Production. The test will be given on Monday, May 4, from
7:30 a.m. - 10:30 a.m. You must sign up in the human resources office by
April 22 if you plan to test.
6 / MODEL MEMOS FOR DAY-TO-DAY OPERATIONS Paragraph 2 You will be permitted to use pocket calculators and dictionaries during the
exam, but no other articles, even handbags or briefcases, will be allowed
in the testing room. Arrive by 7:30 a.m. or you will not be allowed to take
the examination. Plan to bring #2 pencils with you, but no other supplies can be brought
into the examination rooms. Doors to the testing room will be locked at
8:55 a.m. if you do not arrive before then, you will not be permitted to
test.
ANNOUNCING A SALES CONTEST TO:
FROM: DATE: SUBJECT: SALES CONTEST Land five new accounts this month and win an all-expenses-paid vacation for
two to Hawaii. The Hawaiian Feast Sales Contest begins today. The winner
will be announced on Friday, May 13th.
Here are the contest rules: . Accounts must be ones Landmark Enterprises has never handled before.
Prospects you are currently working are okay.
. Each new account must place at least a $500.00 order by May 11.
. A completed "New Account Data Sheet" must be submitted to your
Account Manager for each new account.
The lucky winner and his/her companion will fly to Hawaii for a three-day
stay at the Honolulu Hilton on Maui. In addition, the winning go-getter
will take along $500.00 spending money.
Go get those new accounts and get yourself a well-deserved vacation-on us.
A real Hawaiian Feast is just five new accounts away. Memo Writer Tips 1. Describe what sales personnel have to do and what they can win in the
first sentence. Use a sales pitch to get their attention right away.
2. Be sure to include a deadline so people know how tong they have to achieve the goal.
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MODEL MEMOS FOR DAY-TO-DAY OPERATIONS I 7
3. Outline contest rules and/or restrictions.
4. Close the memo by offering additional details about the prize and a
few motivational words.
Phrasing Alternatives: Paragraph 1 Sell $2,000 or more in products this month and win yourself a two-day stay
at the Copper Junction Lodge. Our quarterly sales contest begins May 3 and
runs through May 31.
The Peak Achiever Sales Contest starts next Monday and ends on November 30.
All you have to do is generate 25 new leads and get at least one new
account. Your prize.. . $150.00 in cash!
Paragraph 2 Contest rules are outlined below: The easy-to-follow contest regulations are outlined below:
Paragraph 3 Getting new leads can now earn you a substantial cash award. Start making
those phone calls now! A few new sales will entitle you and your guest to an all-expenses-paid
vacation valued at more than $500. Sell big! Win big!
CANCELLING AN APPOINTMENT TO:
FROM:
DATE:
SUBJECT: APPOINTMENT CANCELLATION U