Write a memo that addresses a potential safety issue and provides instructions for how to address the potential issue.
Defined Audience
Upper Management and Co-workers
Scenario
Assume that you have graduated and obtained a managerial position in your field. One day while you were at work you noticed something that could be potentially damaging to you, your co-workers or the company facility. (This can be something you have actually seen, or you may make up an appropriate scenario.) Because of your managerial position you need to address the issue.
You will write a memo to your coworkers that explain the issue and presents an action that prevents the potential issue.
Give brief background information to let your coworkers know why this situation is an issue. Discuss the current situation (what happened or what you noticed) and provide specific instructions on the proper way to complete the task or address the issue.
Include necessary information:
• why the task is done (if it is not obvious)
• when the task should be carried out (if there is a specified time to do it)
• who is to carry out the task (if a designated or certified person must carry out the task)?
• what safety measures must be taken and why
• what items or tools will be necessary to carry out the task?
• Make a numbered list for the steps of the procedure.
• Conclude the instruction with appropriate information.
• Indicate exactly what action coworkers are to take with this information. Include who is to do what, and when. Or you may indicate that you will take the action. Be sure to indicate what action you will take in regard to this information, what you will do, and when.
Memo Formatting
When you write the memo use the following headings and format:
To: Name, title or position
From: Your name, title or position, initials in black ink
Subject: Should reflect the purpose and content of the memo
Date: Written out
Purpose: Introduce the topic to your reader and give a purpose statement. The purpose statement should reflect the purpose and content of the memo.
Background: Describe the issue or problem and state why it is important.
Discussion: What is the current situation- what happened or what did you notice that you felt you needed to take action. Also, in this section give specific instruction on how the job or task is to be done. Indent and use a lead in to set the instructions apart. Remember to use numbers to represent the order in which steps should be completed.
Action: This will present what action needs to be taken and by whom and when it needs to be completed.
A memo will be one page to two pages. Remember memos are single-spaced, but there are spaces between sections. Don’t forget to initial the “From” section
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