[Solution]GUIDELINES FOR WRITING BUSINESS MEMOS

The grades you earn on your writing assignments will reflect the quality of your content as well as the quality of your writing. If I…

The grades you earn on your writing assignments will reflect the quality of your content as well as the quality of your writing. If I cannot understand what you are saying, your grade will suffer.
 
Here are some things to keep in mind:
 

Business writing must be concise. If you can say something in five words, do not use ten words. Eliminate unnecessary words and phrases. This requires effort and re-writing! Allow plenty of time to revise your memo.

 

Your memo must have an introduction, body, and conclusion. Please refer to a good business writing text (such as Effective Writing: A Handbook for Accountants by May and May) for guidance on writing business memos.

 

The memo must be well organized. Take time to think about the flow of your memo. Does one topic clearly lead to the next? What transitions do you need between topics? Do you cover the same topic in multiple places?

 

Each paragraph should have one (and only one) topic. All sentences in one paragraph should be related to the topic.

 

Re-read each sentence in your memo to make sure it clearly communicates a single thought.

 

Avoid common grammatical errors such as subject-verb agreement, comma splices, sentence fragments, and run on sentences. Please refer to a writing text for help.

 

Avoid using contractions. For example, do not use don’t.

 

Refer to a company or an organization (e.g., the FASB) by the pronoun it (not they).  Only use they when referring to the managers of the company, etc.

 

Make sure your reference is clear when using any pronoun.

Faulty reference: Many people prefer to itemize deductions for their income tax to decrease their tax liability, but it is not always done.

(To what does “it” refer? Itemizing? Decreasing the tax liability?)

Revised: Many people prefer to itemize deductions for their income tax, but not everyone chooses to itemize.

 

It’s is the contraction of it is not the possessive form of it.  Its is the possessive form.

Faulty use: Ford Motor Company is downsizing it’s operations.
Proper use: For Motor Company is downsizing its operations.

 

Your memos must be no longer than two single-spaced pages.

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