You are the manager of a Starbucks here in Miami and want to remind your employees to clean up after themselves in the break room. There was recently an infestation of cockroaches. The building has since been fumigated but you still
require the cooperation of staff to prevent a re-infestation. State the purpose of the memo, your reason(s) for sending it (i.e. the kind of behavior you have noticed) and what actions you want taken.
Recommended Organization – as with our previous memos, this is the format to follow:
Although this is a negative message memo, it is your responsibility to make it easy for the employees to accept the news when they read it and in fact, the company reputation depends on it. “Bad news” can be received by the recipient(s) in a positive way if the message is carefully worded; although this scenario is not necessarily “bad” still it can be perceived as “bad news” to some. So, in this case it is important to remember that the format of your memo tells your employees a lot about your sensitivity and professionalism. Since you do not want to upset any employees unnecessarily, you should also be conscious of your wording when explaining how to address the situation. Pay particular attention to your memo’s margins, line spacing, font type and size, and placement of memo parts described below:
Header: Begin your memo with the four standard memo heads (Date, To, From, Subject).
Some important aspects to remember for your memo:
Keep it brief and in the same memo format as the previous memo and be sure to include your reasons for the decision. Fully explain why the change is occurring and what the current situation is.
Add a positive spin to the situation. Outline the proposed revisions to the holiday event and the immediate benefits they provide.
Be sure to validate any anticipated concerns employees may have about this situation. Explain the greater benefit in the long-term this decision provides and conclude your memo by indicating how the reader may contact you if he/she has any questions.
