Positive Message

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Memo 1: Positive Message

Assignment: As the Human Resources Manager at XYZ Industries, Inc., it is your pleasure to announce the addition of annual performance-based bonuses for mid-level managers and above. These bonuses will require annual performance reviews to discern the amount of the bonus. Draft a memo explaining this scenario to this specific group of employees.

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 culturally-sensitive subjects. Pay particular attention to your memo’s margins, line spacing, font type and size, and placement of memo parts such as the addressees, subject line, and body.

  • Address the memo to all mid-level managers and above at your company.

Recommended Organization

Header: Begin your memo with the four standard memo heads (Date, To, From, Subject).

Body/Discussion: In the first paragraph of the body, start off with the good news. Memos do not begin with greetings or salutations. Explain what factors could have contributed to this new development (i.e. increased sales, raising stock price, etc.) and why the decision was made to reward employees with the surplus funds.

The second paragraph is where you explain the new process that the employees can expect. Outline the way that reviews will be handled, and by whom. Feel free to be creative (yet somewhat realistic) when outlining how the performance scores will translate into bonuses (i.e. tier system, seniority, contribution value).

In the third paragraph, be sure to validate any anticipated concerns employees may have about this adjustment. 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. In general, this section should be “short & sweet,” making sure that the employees know what is expected of them.

Memo & Letter Rubric 50

Memo & Letter Rubric 50

Criteria Ratings Pts

This criterion is linked to a Learning OutcomeFormat

12.0 to >10.0 pts

Excellent

• Proper headings, spacing, paragraph breaks, and margins.

10.0 to >8.0 pts

Very Good

• Fairly good headings, spacing, paragraph breaks, and margins.

8.0 to >6.0 pts

Good

• Minimal errors in headings, spacing, paragraph breaks, and/or margins.

6.0 to >4.0 pts

Fair

• Frequent errors in headings, spacing, paragraph breaks, and/or margins.

4.0 to >0.0 pts

Unacceptable

• Incorrect headings, spacing, paragraph breaks, and/or margins

0.0 pts

No Submission

• Author did not include a submission.

12.0 pts

This criterion is linked to a Learning OutcomeContent & Organization

18.0 to >15.0 pts

Excellent

• Cogent ideas, logically developed paragraphs, comprehensive content, and effective transitions

15.0 to >12.0 pts

Very Good

• Very good arrangement of ideas, logically developed paragraphs, comprehensive content, and clear transitions.

12.0 to >9.0 pts

Good

• Points are supported, but more detail is required. Stronger transitions are needed.

9.0 to >6.0 pts

Fair

• Partially undeveloped or supported paragraphs. May use questionable transitions.

6.0 to >0.0 pts

Unacceptable

• Unfocused ideas, ineffective paragraphs, incorrect content, and/or non-existent transitions

0.0 pts

No Submission

• Author did not include a submission.

18.0 pts

This criterion is linked to a Learning OutcomeWording, Spelling & Grammar

10.0 to >9.0 pts

Excellent

• Varied and effective sentence structure; concise, clear, courteous, and correct language

9.0 to >8.0 pts

Very Good

• Good sentence structure; Concise, clear, courteous, and correct language with minimal errors.

8.0 to >7.0 pts

Good

• A moderate number of errors in sentence structure, spelling, and/or word choice.

7.0 to >5.0 pts

Fair

• Frequent errors in sentence structure, spelling, and/or word choice.

5.0 to >0.0 pts

Unacceptable

• Poor sentence structure, incorrect word usage, several misspelled words, and/or discourteous language.

0.0 pts

No Submission

• Author did not include a submission.

10.0 pts

This criterion is linked to a Learning OutcomeMechanics & Punctuation

10.0 to >9.0 pts

Excellent

• Evidence of careful proofreading. Skillful application of mechanics and punctuation.

9.0 to >8.0 pts

Very Good

• Good proofreading. Errors do not interfere with comprehension and do not negatively influence the reader’s perception of the writer.

8.0 to >7.0 pts

Good

• A moderate number of errors, but does not interfere with comprehension nor negatively influence the reader’s perception of the writer.

7.0 to >5.0 pts

Fair

• Frequent errors that may interfere with comprehension or may negatively influence the reader’s perception of the writer.

5.0 to >0.0 pts

Unacceptable

• Serious errors that significantly interfere with comprehension and negatively influence the reader’s perception of the writer.

0.0 pts

No Submission

• Author did not include a submission.

10.0 pts

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