H1.6 Memo template To: From: Date: Subject: Memo template with simple segments You can use this template to format the memo that you prepare and submit in our course. This template is especially useful for those memo for which you use simple segments in your middle, rather than complex segments. When to use simple segments You should use simple segments in the middle of a message when you use main divisions that do not contain sub-divisions. How to use simple segments effectively When you use simple segments, all you need to do is left-justify your headings. (If you like, as illustrated below, you can use callout headingsi.e., headings embedded within a bulleted paragraphto signal additional levels of sub-divisions.) When you opened this template, you started a new file that is already formatted according to the guidelines for best-practices for memo dress. That is, this template has appropriate font size and font type, margin size and margin justification, line-spacing, and the like for an effective messageespecially one in which you use simple segments. If you choose to use this template to prepare a memo, you should modify the heading, the body of the message, and any back-end features that follow the body of the message. Modify the Heading As you modify the heading atop this page, add or change the four standard parts of a memo heading: insert the name (and, perhaps, the position) of all your target readers, insert your own name (and, perhaps, your position), insert the date, and modify the subject line. Modify the Body of the Message As you modify the body of the message, you should craft your opening, middle, and closingand secure high skim-value by managing your document-design features. Opening: As you determine what to cover within your opening and how long it should be, consider applying the 4Ps frameworkand addressing any additional preliminary concerns. Middle: Within the middle of your message, develop your main ideas. Consider using headings, sub-headings, manageable-sized paragraphs, and bulleted lists (where appropriate) so that you make your message both visually inviting and high in skim-value. As you craft your segments and sub-segments, you are not limited to a single paragraph per sub-section. Instead, as you can see from this section, you can use two or more paragraphs as appropriate. How to determine how many paragraphs to use in a segment or sub-segment? It depends. If a single paragraph enables you to convey all your ideasand remains visually inviting and high in skim-valuethen you need not use two or more paragraphs. But if a single paragraph in a segment or sub-segment would be unduly longi.e., longer than eight linesthen you should consider using two or more paragraphs. Closing: As you prepare your closing, consider the various options available to you beyond merely summarizing your main points. For instance, you might consider managing your relationship with your readers by addressing general courtesies, identifying next steps, offering assistance, offering perspective, or any combination of these options. To help your readers quickly and easily determine where your middle ends and your closing begins, you should consider using a sunset as a visual design-cue. For your sunset, you can use the spaced asterisks that you find below, or you may create your own visual design. (You are likely to find that a sunset is especially helpful if you use segment headings within the middle of your message. But if you dont use segment headings in the body of your message, you probably dont need a sunset.) You can secure high skim-value by adapting any of the document-design features that you will find within this template: simple paragraphs; built-in bulleted paragraphs (illustrated on the preceding page); a simple list (illustrated here). Although you will undoubtedly use paragraphs in all of your messages, you can determine when bulleted paragraphs or simple lists might be suitable for enhancing the skim-value of your messages. Modify the Back-End Features After you have finished writing the body of your message, add any relevant reference information: e.g., identify any enclosures, as well as any individuals to whom you may copy and send the memo. (Instead of using the back-end features to identify any readers to whom you may CC your message, you can provide that information within your headingby adding a CC line after the To line.) * * * If you use a sunset, write your closing here: following the sunset. (If, instead, you dont need a sunset, simply delete the sunset above.) Additionally, please note that if your message runs for more than a single page, you should adapt the subsequent-page header that you will find atop this page.
You can use this template to format
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