Memo for Business Communications

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pe_cnbyn

Business Finance

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Format Memo # 1: Culture's Impact on Communication In a properly formatted memo addressed to your instructor (memo design) discuss the importance of understanding the opportunities and challenges of intercultural communication. In order to prepare this memo properly, you will need to review your text, prior to beginning this assignment. Be certain to properly reference your sources with a footer at the bottom of the memo. Month Day, Year To: From: Subject: Insert Instructor's Name, Title Insert Your Name (use italic fonts for your initials) Culture's Impact on Communication Introduction/Opening: Begin your memo with an introductory paragraph explaining the importance of understanding the opportunities and challenges of intercultural communication. Body/Discussion: In the body of your memo, briefly explain the differences between highcontext and low-context cultures and how cultures around the world vary widely in the role that context play in communication. Continue the body of memo by explaining how culture affects business communication. Create a bulleted list with recommendations. Please refer to creating lists and bullets to clarify and emphasize. Conclusion/Closing: Begin your closing paragraph with a courteous transition and a brief summary of the message's content. Conclude your memo with by indicating how the reader may contact you if he/she has questions about the content of the memo. Specs Simplified Format Month Day, Year To: Recipient’s Name From: Author’s Name Initials Subject: 3-5 Key Words Contact Information • If there are multiple recipients, list the names in alphabetical order according to last name. • You can also include a “CC” line below the “To” line and list the names of your secondary audience--that is, people who may be interested in the memo but are not directly responsible for responding to it. • After the sender’s name, it is customary for the sender to write her/his initials next to name on the memo. This acts as a signal that the sender has verified and approved the memo content. Organization Of Ideas • Confine your memo to a single purpose • Begin your memo with the main idea. • Elaborate on your main point in the body of the memorandum. Consider using bullets to clarify information. • Close your memo with an invitation for further discussion and how you can be contacted. • Do not use a closing salutation for a memo, as you do with a letter. • Do not sign the bottom of the memo Margins and Spacing • The margins for a typical memo are a 1 to a 1.5 inch left margin, a 5/8 to a 1 inch right margin, and 1 inch margin at the top and bottom of the paper. • Margins may be adjusted slightly to make your memo fit on one page, or to space the information so that page breaks do not happen at awkward places. • Create a straight, left margin. All paragraphs and headings should be lined up with the left margin. This is referred to as block-style paragraphs. It isn’t necessary to indent the first line of a paragraph. • Single space within each paragraph of a memo. • Double space between paragraphs. • Skip three lines between headings. Headings Simplified Format • If your memo is more than two or three paragraphs, including headings can be helpful for your reader. • Be sure to use headings that capture the key topic of that section and capitalize each major word of the heading. • Bolding or underlining the heading will help the visual design of your memo. Citing Use Lists and Bullets to Clarify and Emphasize An effective alternative to using conventional sentences is to set off important ideas in a – a series of words, names, or other items. Lists can show the sequence of your ideas, heighten their impact visually, and increase the likelihood that readers will find your key points. In addition, lists simplify complex subjects, highlight the main point, ease the skimming process for busy readers, and give them a breather. Consider the difference between the following two approaches to the same information: Narrative Owning your own business has many advantages. One is the ease of establishment. Another advantage is the satisfaction of working for yourself. As a sole proprietor, you also have the advantage of privacy because you do not have to reveal your information or plans to anyone. List Owning your own business has three advantages: • Ease of establishment • Satisfaction of working for yourself • Privacy of information When creating a list, you can separate items with numbers, letters, or bullets (a general term for any kind of graphical element that precedes each item). Bullets are generally preferred over numbers, unless the list is in some logical sequence or ranking, or specific list items will be referred to later on. Lists are easier to locate and read if the entire numbered or bulleted section is set off by extra space before and after, as the preceding examples demonstrate. Furthermore, when using lists, make sure to introduce them clearly so that people know what they’re about to read. Bibliography: Courtland L., B., & John V., T. (2007). Completing Business Messages. In D. Parker, R. Butera, & M. Boos (Eds.), Business Communication Essentials (3rd ed., pp. 104- 105). Upper Saddle River: Pearson Prentice Hall. Citing Use Lists and Bullets to Clarify and Emphasize An effective alternative to using conventional sentences is to set off important ideas in a – a series of words, names, or other items. Lists can show the sequence of your ideas, heighten their impact visually, and increase the likelihood that readers will find your key points. In addition, lists simplify complex subjects, highlight the main point, ease the skimming process for busy readers, and give them a breather. Consider the difference between the following two approaches to the same information: Narrative Owning your own business has many advantages. One is the ease of establishment. Another advantage is the satisfaction of working for yourself. As a sole proprietor, you also have the advantage of privacy because you do not have to reveal your information or plans to anyone. List Owning your own business has three advantages: • Ease of establishment • Satisfaction of working for yourself • Privacy of information When creating a list, you can separate items with numbers, letters, or bullets (a general term for any kind of graphical element that precedes each item). Bullets are generally preferred over numbers, unless the list is in some logical sequence or ranking, or specific list items will be referred to later on. Lists are easier to locate and read if the entire numbered or bulleted section is set off by extra space before and after, as the preceding examples demonstrate. Furthermore, when using lists, make sure to introduce them clearly so that people know what they’re about to read. Bibliography: Courtland L., B., & John V., T. (2007). Completing Business Messages. In D. Parker, R. Butera, & M. Boos (Eds.), Business Communication Essentials (3rd ed., pp. 104- 105). Upper Saddle River: Pearson Prentice Hall.
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