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Memo Sample Assignment

The Maintenance Director's memo outlines a new Service Call system to be implemented on May 23rd. Service Calls are defined as urgent minor issues like loss of heat, plumbing issues, or safety hazards that require immediate attention. To initiate a Service Call, staff should call the Maintenance Department phone number 24/7 and will be given a Service Call number to track the request. During nights, weekends and holidays, only one mechanic will be on duty to handle Service Calls while also ensuring building systems are operational. Staff are still encouraged to report Service Calls during these times so they can be addressed when the mechanic has available hours. The memo asks for staff cooperation with the new system and notes Service Call requirements and procedures are defined in the

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Nabil Rabia
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© Attribution Non-Commercial (BY-NC)
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Download as DOCX, PDF, TXT or read online on Scribd
248 views

Memo Sample Assignment

The Maintenance Director's memo outlines a new Service Call system to be implemented on May 23rd. Service Calls are defined as urgent minor issues like loss of heat, plumbing issues, or safety hazards that require immediate attention. To initiate a Service Call, staff should call the Maintenance Department phone number 24/7 and will be given a Service Call number to track the request. During nights, weekends and holidays, only one mechanic will be on duty to handle Service Calls while also ensuring building systems are operational. Staff are still encouraged to report Service Calls during these times so they can be addressed when the mechanic has available hours. The memo asks for staff cooperation with the new system and notes Service Call requirements and procedures are defined in the

Uploaded by

Nabil Rabia
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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For the following memo a bit of context follows:

You work in the communications department of a large medical center. The Director of Maintenance, with whom you have a cordial relationship, drops by your office and asks advice about the following memo. After you edit it, the memo will be immediately distributed throughout the medical center. Please edit the Maintenance Director's memo considering: When, how and by whom the document will be used; Active sentences depict the subject as the agent of action, and the object expresses the goal or thing changed by the action; Proper memo format; Use of capitalization; Use of subheadings; Use of shorter sentences (vs. run-on sentences) and lists. The memo consists of 257 words, 13 sentences, 76% of which are in passive voice. Rewrite those passive into active voice. Check the spelling. Submit one hard copy. TO: All Medical Center personnel (Change this name your teachers name) FROM: Tom Barker (Type your name here) DATE: 20 May (Current date) SUBJECT: Service Calls The Maintenance Department will initiate a Service Call system beginning Wednesday, May 23, 2011, that is designed to provide an effective response time with equal distribution for all departments for work categorized as Service Calls. Service Calls are defined as urgent minor work requiring immediate attention, for example, loss of heat, air conditioning, water leaks, clogged plumbing, faulty electrical wiring, fire, safety or security hazards. To initiate a Service call a telephone call to the Maintenance Department, (742-5438, 24 hours a day), is all that is required. A Service call number will be assigned to the job and furnished to the originator of requested. This number may be used when referring to the status of the Service Call. During the hours of 5:00 p.m. through 8:00 a.m. daily, all day week-ends and holidays, only one Maintenance Mechanic is on duty who must insure total systems are operational on his shift, in addition to accomplishing Service Calls. That will limit the amount of call, but should not deter anyone from calling in a Service Call to insure it is accomplished when the manhours are available. If no one answers, please call again. For urgent or emergency requirements, the PBX Operator must be notified to page maintenance. Please do not use the paging system unless your request is justifiable. Your cooperation in this matter would be greatly appreciated. Service Call requirements are outlined in the Policies and Regulations manual. Requests exceeding these will be classified as Job Orders, and are also outlined in the Polices and Procedures Manual.

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