Description
A fellow manager has concerns about his variance report. He says he understands that last month was not a very good one for output, but he really thought everyone put forth good effort, so he is confused about the existence of an unfavorable labor efficiency variance. He cites as an example of the workers’ effort their willingness to work extra hours to get full output, even when a whole week’s worth of production had to be scrapped. He knew that his materials costs would be higher, and that overtime would make his rate variance unfavorable, but he certainly didn’t think his workers had been inefficient.Required: Write a short 1-2 page memo to the manager explaining the probable cause of the unfavorable labor efficiency variance.
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TO:
Name of Person(s) Who Receives the Memo
FROM:
Your Name
DATE:
Current Date, with the month written out
SUBJECT:
How to Write and Format a Memo
The following document discusses the proper writing and formatting of a memo. Notice that the first
sentence of my memo expands the subject line. Your memos should do the same! Your memo should
ALWAYS have an introductory paragraph (like this one) before you begin the headings (headings are
described under Content Rules).
Formatting Rules
Memos should have a minimum of four title lines: TO, FROM, DATE, and SUBJECT. The title lines are
capitalized. The title lines should be in that order and double-spaced (one empty line between each
title). Each title line should end with a colon (:) and the words following the title should align with each
other. Additionally, the lines should have all important words capitalized.
If our memo is short, you can triple-space between the SUBJECT: line and the first line of your content. If
your memo is longer, you can double space that area.
Memos do not need to be written on a company letterhead, but that is an option. If you use company
letterhead your TO: line should begin at about 2” from the top of the paper; if you do not use company
letterhead, your TO: line should begin at 1” from the top of the paper.
The body of your memo should be single-spaced, with double-spaced lines between paragraphs. Do not
indent paragraphs when single-spacing.
Content Rules
The first line of your memo should restate the subject of your memo. Your first paragraph should be an
introduction – you would never begin the body of your memo with a heading!
If your memo is long (one page or more), you should divide the memo with headings. For this course,
you might have headings for each question in a case analysis, for example. Headings not only help the
reader understand your message better, it also adds white space to your document. Why do you want
white space? People do not like reading long messages. By adding white space, you’re trying to “trick”
your reader into reading your message because it actually looks easy to read!
Page Numbering
If your memo is more than one page, you need to number the second (and subsequent) pages. You have
two options for the second page numbering, as seen on the next page:
Short Subject
Current Date
Page 2
or
Short Subject
Current Date
Page 2
You should repeat one or two words of the subject line, use the same date as on the first page, and put
the page number. The first example is all on one line, written as a “header” (not a heading). The second
example is all left-aligned on separate lines, but single spaced. Be sure to leave a double space (blank
line) prior to resuming the memo content if you choose example 2.
Memos just end, with no salutation or signature block. In other words, do not sign the memo; your
name is in the SUBJECT line.
ADMG 531 (MASTERS)
FINANCIAL ANALYSIS IN IT & ADMIN MGMT
WRITING THE SCHOLARLY PAPER /
MEMORANDUM
Central Washington University
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ADMG 531 Memorandum Instructions
2
Purpose
The purpose of this introduction is to provide the student with
the rationale for writing a scholarly memorandum, and to
provide examples of what is expected in writing a
memorandum for this course.
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Words of Warning? Wisdom? ☺
Edit. Period. Editing is your best friend.
One time I was on a project at Boeing. No matter how hard I
tried, every time I typed “Boeing” I typed it as “Boring”. No
spell check in the world will catch that – thus, I had to be
DILIGENT in my editing.
If you need help designing an editing checklist, just let me
know – I will be happy to help.
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Second…..
At some point, it may only happen once, but it will happen.
Your manager wants you to do some research on a topic.
Which way are you going to go? Just write an email? With
links to articles?
Or are you going to go into the critical analysis mode, citing
information from solid sources, going into the detail that lets
your manager know you pay attention to details….that is
what APA and other discipline with formatting can do for your
career. Think about some of the emails you have seen….how
will YOUR WRITING stand out?
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Finally…..
As you write memos in this class, think of me as that
manager who has asked you to do some research
Pretend I know NOTHING about what you are going to write
about
This is practice, for the practical, real world……
If you can build the habit “here”, you will use that habit “there”
ADMG 531 Memorandum Instructions
2/29/2024
Agenda: Executive Summary
• Introduction: Written Communication
• Part I:
• Formatting
• Grammar, Spelling, etc.
• Scholarly writing (Citing and Referencing)
• Part II.
•
•
•
•
Introduction statement
Situation/Background
Analysis or reflection.
Summary, Conclusion, or Recommendation
• Part III.
• References
6
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Purpose
Written Communication: The Scholarly Paper / Memorandum
As a staff member, or employee for an organization, you will be expected to
efficiently use written communication to connect with your supervisor.
An effective way to communicate to a supervisor is by using a memorandum
format. Many large organizations use memorandums to review the research and
critical analysis. Because of this, your memorandum should be effective and
efficient in content.
Based on the content of your memorandum, a leader (supervisor) can quickly
ascertain the level of expertise you have on any one subject and assess your
ability to effectively communicate your position, concepts, or idea on the topic.
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THE SCHOLARLY PAPER /
MEMORANDUM
Part I
• Formatting
• Grammar, Spelling, etc.
• Scholarly writing (Citing and Referencing)
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Memorandum Format
Formatting the Memorandum
It should be understood that any organization has the prerogative to format the
memorandum that best fits the organization’s need. In this case the following
format is provided with an expectation you write in a scholarly manner. Scholarly
writing includes citing and referencing your work.
Citing and referencing your work should become a habit for you. Please don’t
look at taking this step as a punishment when in fact it helps organize and
strengthen your position. Citing work establishes your credentials in the sense
that you are able to research topics, reflect, and then communicate a significant
concept or theory that applies to the subject you are writing about.
The following slides explain my expectations for writing your memorandum and
demonstrates the format we will use in this course.
ADMG 531 Memorandum Instructions
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Memorandum Format
Memorandum Name
To:
From:
Date:
Subject:
p. 1
Heading
Header: You will save time on formatting
your paper by taking this action.
MACRO VIEW of paper’s main idea
MICRO
(Synthesized analysis using experience and
academic research of main ideas and supporting
ideas)
Introduction
Situation/background
Body
Analysis/Discussion
Summary
References
Dependent on the topic. In some
cases you will provide a summary,
conclusion or a recommendation.
Supporting Analysis (References)
1Use the footer to expand on an idea or concept using a “footnote.”
Footer
(not necessary)
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Memorandum Format
Organizing a section: A section is just a subset of the overall paper.
Section Heading
Introduction
Situation &
Background
Each section introduction should complement your memorandum
introduction. It represents the supporting idea of the main idea of
your paper. What follows are the components of the section of the
main idea.
In some papers you are answering questions, and this is what you
will identify.
Supporting Analysis 1
Body
Supporting Analysis 2
Summary Analysis of
this particular section.
Conclusion/
Recommendation
This example provides two supporting paragraphs to
the section’s main idea. This is where you answer or
discuss the question. You can add your personal
experience, but you should also add a theoretical or
conceptual analysis to your reflection on the problem.
.Write a short summary of your findings that
answers or supports your main idea.
The body of your section, and supporting paragraphs to a section, complement the memorandum
introduction. This means that you are following the outline (organization) you informed the author you
would speak to.
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Memorandum Format (Heading)
To: Your Instructor, ADMG 531, Central Washington University
From: Student, ITAM, Central Washington University
Date: Month, Day, 2016
Subject: Definition of Leadership
Subject: Be specific in identifying
your subject, Do not provide the
assignment number or name.
Provide a precise subject identifying
what the paper is about, e.g.;
Leadership Definition.
First Page
Heading: The heading consists of
the To, From, Date, and Subject of
the paper.
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Memorandum Format (Introduction)
The purpose of this memorandum is to instruct students on how to write a
memorandum for ADMG 531. Part I of the presentation includes writing the
introduction, formatting, grammar, spelling, fonts and spacing. Part II discusses
scholarly writing and referencing your work.
The introduction identifies the purpose or main
idea of your executive summary. It also provides
the reader with the logic chain you are using to
arrive at your recommendation..
Note the main idea is listed as “instruct the
student on how to…”. The supporting
ideas to the main idea are listed in Part I,
II, and III.
The goal is to keep your introduction short and to the point without telling the reader what your
conclusion is. This introduction is considered to be on the lengthy side.
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ADMG 531 Memorandum Instructions
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Memorandum Format (Header and Footer)
Business Communication (ADMG 385: BCOM) provides the basis for writing this
type of communication. The course uses the BCOM grammar, spelling, and
memorandum standards, with slight modifications based on the course topic.
Using Headers and Footers in a Word doc.:
Headers: Place your
pagination and summary paper
identification in the header, Do
not place it into the text of your
paper. Also keep the header off
of your first page by selecting.
Footers: The footer is a good place to insert a
footnote to further explain an author or an idea. Using
a footnote helps to keep your writing focused where
you do not overly expand an explanation in the body
of your memorandum. You can also direct the reader
to the research area. If the reader is interested, he or
she will seek out the information that you provide a
source to.
Memorandum Format (Grammar and Spelling)
How you present the content of your paper is often a matter of style preference. Each of us
writes in our own way, but consider the following:
1. Try to write from the third person perspective. Reduce the amount of “I” statements in
your work. Examples. “I think,” “I believe.” “I will.” This is not necessarily wrong, as it is
appropriate on occasion, yet overdoing the use of “I” is distracting.
2. Check and re-check your grammar and spelling. For students, time is a constraint, but
take the time to read your paper aloud to help you find the glaring inconsistencies in
grammar. Also use your spell check option to help you catch errors, and know that the
automatic spell check will spell a word incorrectly for you.
3. Stay away from using common language or colloquialisms in your professional work.
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ADMG 531 Memorandum Instructions
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SCHOLARLY MEMORANDUM
Part II
•
Scholarly Writing
• Citing and Referencing
You saw it first here!
Please follow this simple rule:
“If you cite it you reference it, and if you reference it you cite it.”
The above statement is to focus your attention on the fact that APA standards
are used in citing and referencing your work. If you have a reference, you need
to have it cited in the paper or memorandum. If you use a citation, you need to
have it referenced at the end of you work.
The purpose is to prepare you for writing professional documents in education
settings and when writing, papers, books, etc. Continue to develop your writing
and research skills now.
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Memorandum Format (Citing and Referencing)
Scholarly writing:
Scholarly writing entails appropriately citing and referencing your work to avoid plagiarism and
to keep your analysis original. The expectation is that you cite your work using APA standards.
Chapter 6 of the APA manual under quoting and paraphrasing is your guide on how to best
credit the sources you use in your writing. Examples:
Citations with quotations:
“In the United States, the American Cancer Society (2007) estimated that about 1 million
cases of NMSC and 59,940 cases of melanoma would be diagnosed in 2007, with melanoma
resulting in 8,110 deaths” (Miller et al, 2009, p. 209).
One work by one author: If the name of the author appears as part of the narrative, as in the
first example, cite only the year of publication in parentheses. Otherwise, place both the name
and the year, separated by a comma, in parentheses (as in the second example.
Kessler (2003) found that among epidemiological samples
Or
Early onset results in a more persistent and severe course (Kessler, 2003).
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Memorandum Format (Reference Page)
Scholarly writing (Cont.):
References:
Authors:
Note indentation on second and subsequent
lines. Indented once. This is easily
accomplished by selecting “Paragraph” in your
tool bar, then “Special”, followed by “hanging”,
and ending with “Ok.”
Light, I. (2008). Deflecting immigration: Networks, markets, and regulation in Los
Angeles. New York, NY: Russel Sage Foundation.
Works with no identified author or with an anonymous author: Cite in text the first
few words of the reference list entry (usually the title) and the year. Use double
quotation marks around the title of an article, a chapter, or a web page and italicize
the title of a periodical, a book, a brochure, or a report. Examples:
on free care (“Study Finds,” 2007)
The book College Bound Seniors (2008)
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Reference Format
Reference examples:
For an entire book:
Author, A.A. (1967). Title of work. Location. Publisher.
Author, A.A. (1967). Title of work. Retrieved from http://www.xxxxxxxx
For a chapter in a book or entry in a reference book:
Author, A.A., & Author B.B. (1995). Title of chapter or entry. In A. Editor, B.
Editor, & C. Editor (Eds), Title of book (pp. xxx-xxx). Location:
Publisher.
Author, A.A., & Author B.B. (1995). Title of chapter or entry. In A. Editor, B.
Editor, & C. Editor (Eds), Title of book (pp. xxx-xxx). Retrieved from
http://www.xxxxxxxx
Right click and select “remove hyperlink” to
remove the blue active hyperlink. Doing this
allows you to manipulate the URL to meet
APA formatting standards.
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Reference Format
Reference examples (Cont.):
Electronic version of a print book:
Shotton, M. A. (1989). Computer addiction? A study of computer dependency
(DX Reader Version). Retrieved from http://www.ebookstore.tandt.
co.uk/html/index/asp
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Reference Format
Electronic References: In general, APA recommends you include the same
elements in an electronic reference as you would in the aforementioned ones, in
the same order, as you would for a reference to a fixed-media source and add as
much electronic retrieval information as needed for others to locate the sources
you cited. URL components:
Protocol
Host Name
Path to document
http://www.apa.org/monitor/oct00/workplace.htm
File name of specific
document
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Paper / Memorandum Format
Summary
Using a memorandum to communicate your work is an
important skill to master. Following the aforementioned
instructions is a great first step in practicing and
mastering the skills necessary to demonstrate your
ability to conduct an analysis and presenting your
findings to the reader in a scholarly manner.
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