Proper memo
format
To: Mr./Ms first and
last names of addressee, job
title
Date
section, division,
department
file name
From: first and last
name of sender, job title
section,
division, department
Subject: concise,
focused description (with only the first letter of first word and
proper names capitalized)
Paragraph 1: Clear,
concise statement of memo's purpose
1) " I am
writing to inform you of the results of my efforts to gather
information on two possible sites for a World Heritage Conference.
As you know, ... of Nova
Scotia.After all the conference organizers have read this memo, they
can discuss the results and offer opinions as to which locale would
be preferrable at our next planners meeting."
Paragraph 2/3:
Background information (just enough to provide a meaningful
context for the announcement -- depending on quantity of information
gathered; in this case, information on two possible conference sites
is supplied, with one paragraph devoted to the description of
each)
2)
"Quebec City is the capital of the province that is the first French
settlement in North America, which started back in the year
1608. Old Quebec became a UNESCO World Heritage site in 1985.
The old city has ... at the next meeting). It is in the heart of the old city
and leads to historic streets such as Rue Saint-Louis and
Saint-Ursule."
3) "The other possible location, Lunenberg, Nova Scotia is the site of a
historic fishing village dating back to the year 1753 when it was
first settled by Dutch, German ... a World Heritage
site. Just several
blocks from Lunenberg’s most historic area, one or two modern hotels with
conference facilities are readily available to serve as venues
(details of each will be supplied at the next meeting)."
Paragraph 4: Summary
statement of information in previous paragraphs
4)
"The settings of both Quebec City and Lunenberg offer inspiring
settings for a meeting conference of our UNESCO World Heritage
group. I look forward to gathering with all the organizers at next
week’s planners’ meeting so that we can share our responses and
input."
Paragraph 5:
Thanking the addressee(s)
5) "Thank you for your attention to this important
matter."
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