Incident Reports This type of memo is used when something happens that you need to document for a customer or employee file. Be concise and do not waste words. Factors contributing to the issue or problem. Counter-arguments against your position.
Rather, it is divided into sections, with headings that identify the content or major point of each section. A typical memo may include the following sections: Words should be selected carefully.
Recommendations or conclusions about the issue. Scope — to who or what does the policy apply? It will also establish the next meeting details if they are available, such as the date, time and location.
Concluding a progress report outlines the next steps and requests action from the other party to address any problems or issues.
WWS Admissions Applicants often ask us to provide some guidance in writing a policy memo. When using acronyms, spell out the words the first time, then indicate the acronym in parenthesis, e.
Sometimes, there is a change in a certain rule or procedure. Policies should be clear and concise and written in the third person.
The memo would outline any health and safety regulations, and would also state the use of safety equipment, and then would address the actual safety concerns that gloves are intended to protect against in the warehouse.
Conclude the memos in a way that inspires people to take action. For example, an employee might ask why gloves are required in the warehouse. This type of memo should thank the person for the inquiry, and should also reiterate why the policy or action is appropriate. A contact phone number should also be included, but due to the difficulty associated with updating information, please do not name specific contact employees.
Also, refrain from dramatic embellishment, hyperbole and emotional rhetoric you are not writing a political speech or an op-ed article. The memo would explain where the last progress report left off, what timelines you are at now and what the next steps will be.
Avoid vague language and sentences that have no substance or state the obvious.The Harris School of Public Policy, The University of hicago, ^Introduction to Policy Writing for Public Policy Professionals The East-West Center, ^How to Write an Effective Policy Memorandum _.
Below is an excerpt from Steve's policy memo writing guidelines he provides to the graduate students in that course: Purpose. A policy memo provides information, guidance or recommendations about an issue or problem to a decision-maker.
Duke Writing Studio 1 Policy Memo Definition of Genre Content, of course, is the most important determinant of a good policy memo.
Weak or illogical ideas, no matter how well-presented, do no one any good. Therefore, a memo should provide both accurate and relevant Should I not write any lengthy sentences?
Duke Writing Studio 4. A policy memo is a practical and professionally written document that can vary in length from one page to over one hundred pages.
It provides analysis and/or recommendations directed to a predetermined audience regarding a specific situation or topic. Policy and Procedures Writing Guide. Drafting a Policy – Policy Format. all policies must follow a standard format (see Policy Template) to ensure consistency between policies.
Below is a description of the information that should be included under each major heading. A memo is a note to a group of people telling them to do something, or informing them of a new policy.
Examples of reasons to send out a memo could be: An IT guy sending a reminder that all passwords need to be updated every 60 days.Download