![]() The audience of memos are those with whom the writer works, so the writing style usually assumes a relationship with them (and therefore a certain lack of formality) just keep in mind that the relationship is a professional one, so the writing should reflect that. While memo reports and policy memos are examples of documents that have a more formal tone, most memos will have a conversational style-slightly informal but still professional. Purpose statement is sandwiched by details. Used for negative, persuasive, or sales messages (audience is not receptive) Writer gradually builds up to the purpose, which is stated in the body. Used for good news or routine communication (audience is receptive or neutral) Writer arrives at purpose quickly, sometimes in the first sentence. In both types of organization, action information (such as deadlines or contact information) or a courteous closing statement is placed in the last paragraph. When the audience is not receptive to the message, it is best to lead up to the purpose gradually. The direct approach is used for good news or routine communication the indirect approach is used for persuasive, sales, or bad news messages.Ī directly stated purpose is welcome in good news or routine messages but could be viewed as abrupt or insensitive in a bad news or persuasive message. The purpose is revealed in the body of the message, usually sandwiched between supporting details. The indirect organization strategy opens with relevant, attention-getting details that do not directly state the purpose of the document.The direct organization strategy presents the purpose of the document in the first paragraph (sometimes the first sentence) and provides supporting details in the body. ![]() Professional communication forms are organized according to one of two strategies: Direct and indirect. However, if a report using memo format stretches to a few pages in length, double spacing may be used to improve its readability. ![]() The text of memos typically uses block format, with single-spaced lines, an extra space between paragraphs, and no indentions for new paragraphs. If not, the order listed above, double-spaced, is the most common. ![]() Many organizations have their own style preferences on these issues. Furthermore, the order of the items can vary. These headings may be double- or single-spaced, and the SUBJECT line is often in all capital letters. Make it specific so that readers can immediately identify the topic.
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