TCOM unit 3

if you are sending the memo format by email

(this is not uncommon), then you scan it (unless directed otherwise, it is recommended that you save it as a pdf), and you attach it to the email. - The email should alert readers to the contents of the attachment.

Don't include in an incident report

Do not write what you THINK happened. Dishonest information can put your job in jeopardy or inhibit your ability to receive medical treatment or compensation for an incident/accident. - You do not (and likely should not) make judgments about who is at fault, and I would advise you not to admit that you were at fault or did something wrong. - If there is no form to fill out, then organize your narrative chronologically

Correct format for memo

For a memo, you will open up a word processing program, such as Microsoft Word, and you will type the memo header at the top of the document: to, from, subject, and date. - You will fill in the information, and then you will begin your memo. If it is a longer memo (longer than a paragraph), you may wish to use section headers. - after you print the memo, you then initial by your name

Meeting Minutes

For most meetings, notes are kept regarding what important topics were brought up in the meeting and what important decisions were made. These notes are often kept on file so that people can look back through them if questions arise about, for example, important votes or discussions about topics.

Authorship

However, since people write their own messages on their own computers, the /ab now indicates authorship as long as they match the From line. Of course, in email, the reader feels pretty confident that the email really came from the sender because, presumably, the sender had to log in to a secure email account.

Unanswerable response inquiry

If you cannot answer the question, either because you don't know the answers or because you are not allowed to divulge the requested information (perhaps it is a company secret, or proprietary), let the reader know. Close the email/memo with an offer to assist with other requests or answer further questions.

Through is the same as sending...

In an email-only culture, this same process would be achieved by sending the email to your direct supervisor and allowing him or her to forward the email up the chain of command.

Memo and email differences

In fact, the main difference, non-email memos exist on paper. The key format difference, then, is the signature. Paper memos NEVER have a closing and signature. Instead, the writer would indicate that he or she really wrote the memo by initialing by his or her name in the paper heading using blue or black ink.

Progress reports

It lets your supervisor know the status of an ongoing project. - may be expected to work on it with your team all year and submit quarterly progress reports to your supervisor. - you do want to prepare the reader for any upcoming problems

Email formats are based on...

Memo formats - they are set up to provide the four key pieces of introductory information that a memo states in the heading: to, from, subject, and date.

response to an inquiry

Most of the memos/emails you send will be informational or response to an inquiry. address a question or series of questions—perhaps about an action, a product, or a policy.

"through" or "via" line on paper memos

The memo must go first to the direct supervisor, indicated with a "through" or "via" line. The direct supervisor initials by his or her name to show he or she has read and approved the memo, and then sends it to the next level until it arrives at its destination. When the final recipient receives it, he or she is assured that your memo has been read and approved all the way up the chain of command.

Response to inquiry steps to answer question

To begin you might thank the writer their time, etc.. Next, provide the answer to the question. If there are multiple questions, and if they are numbered, number your responses the same way for clarity. - Also, if there is a website that provides information that you think might be helpful, mention the website and provide the link.

When do you use the cc option?

When you want someone to have a copy of the email, but only for reference purposes. Or to put it more casually, to keep someone in the loop.

anachronism

a person or a thing that is chronologically out of place; especially: one from a former age that is incongruous in the present

in the days of paper, memos also indicated

attachments If a memo arrived on a desk with the notation "Attachment" it meant that there was supposed to be something paper clipped to the memo with additional information.

In an incident report you may have to...

before you commit it to the incident report, which is a legal document. You may have to look up the names and titles of persons also involved. You also want to make sure the date is correct, and any equipment names or room numbers are correct. Write where you were and what happened to you or what you saw. Explain what happened after the incident, as well. Be very clear and avoid any language that might not be understood by people outside your field. Be honest.

Directive

explain the situation. You don't want to give too many details, but you do want to provide enough details so that employees understand the rationale behind this policy. You end with the directive: effective immediately - involves a policy or procedure, and it generally starts by providing an explanation and ending with the new policy or procedure that is being implemented.

Progress report memo by email

fill in the email headings—the "to" and "subject" lines. Make sure the subject line is clear: "Progress Report for ABC Project." You may also have readers to include in the cc lines - After you have filled in the headings, you start your email with a greeting and a note letting the readers know what they are receiving. You might write something like the example shown to the right. - progress report in MS Word or another word processing program so that you could run spell check and save the document on your own computer.

anachronism movie example

first Indiana Jones movie, Raiders of the Lost Ark. - In the movie, we see a plane flying over a map to show us Indy's route to adventure in Nepal. But while the movie was set in the 1930s, the map is from the 1980s. For example, viewers see the plane fly over Thailand, but the country was called Siam until 1939.

Something related to a progress report is a

status report or status update. - While a progress report reports upon the progress of a single project, a status report is a report on the status of your entire unit or department—it can encompass a range of projects and activities, and it is usually submitted at regular intervals—monthly or quarterly—regardless of what projects are underway.

CC (email)

the "cc" in the email heading stands for carbon copy, even though we don't use carbon anymore. In fact, sometimes, the cc is just changed to c for copy

it is not generally a good practice to

to send correspondence—paper or electronic—to persons at levels above your supervisor without talking to your supervisor about the matter first and perhaps asking him or her to unofficially review and approve your memo or email.

Informational email

usually to distribute information. Sometimes, you want to let people know something happening, the email would start with any announcements and reminders

minutes include

what happened during the meeting, including who presented on main topics and who brought forth and seconded votes, and what decisions were made. It's important not to make the minutes a "play by play" of conversations, and especially don't get bogged down in the details. Just make sure to take down the main points. If a heated discussion breaks out, don't put that in the minutes. Just note that the topic was discussed and note the resolution, if any, or if the topic was tabled (that is, put on hold for another time). You want to portray the organization positively, and for that reason, avoid recording squabbling or other human behavior that is normal, but that is not beneficial to preserve in meeting minutes.

Meeting minutes take a particular form

whether they are distributed via memo or email. The header includes the organization's name, the date and location of the meeting, who was present, and the meeting leader and the person taking the minutes. They also include the time the meeting started and the time the meeting ended

Incident reports

written by police officers, security personnel, and anyone who was involved in an incident or accident. As you can see from the story of Police Constable/Police Dog Peach, incident reports (here in the form of a witness statement) often are forms one fills out. Even so, it is important to secure the correct form and make sure that you fill in the requested information. Usually there is a portion of the form where you are asked to tell what happened—provide the narrative of the event.

Memo and email similarities

• Memos and emails have the to, from, subject, date heading format in common. - For this reason, emails are often considered to be synonymous with memos. • information shared in both is synonymous: meeting minutes, lab reports, progress reports, directives, and other types of business and professional correspondence.

5 most common memos can be...

• created in many formats—as memos, emails, informal reports, and even formal reports. We will look at these types of documents as memos or emails.

Incorrect format for memos

But you do not start the memo with "Dear Mr. Carter," or any other type of salutation. Note that you also do not sign the memo or end it with any type of closing.

However there are

5 most common memos: - progress report, meeting minutes, incident report, directive, and response to an inquiry

Directive vs informational

A directive has a little different organization. The directive is not a piece of general information but, as its title makes clear, directions that direct readers to follow a particular procedure or policy. generally starts with the rationale behind the directive so that people feel that it is a reasonable request, and also to help people remember it. It then ends by stating the policy or procedure that readers are directed to follow.

memo format

An appropriate format for short, informal reports written for circulation within an organization

Bcc bc

Bcc stands for blind carbon copy, and bc is blind copy they are the same thing. - When you use the bc option, only the person bc-ed can see who gets the email. The person in the "to" box or anyone cc-ed cannot see that a bc copy was sent or who received it.

memos and emails are not exactly the same thing. But...

memos evolved into emails, although paper memos are still created, and often then scanned and distributed electronically

memos have been classified into

over 10 different types

memos or emails, you will want to start by

putting the documents in the correct format.

If the recipient saw nothing paper clipped in a memo with an attachment...

something was missing. It is for this reason that you often see in an email a paper clip icon for the attachment button or notification. And because enclosures/attachments are often indicated by paper clip symbols in an email feed, the "Attachment" note is not used in emails