Appendix B

Format of Memos

Refer to the sample memo provided on the next page and note the following:

• All capital letters are used for the words TO, FROM, VIA, SUBJECT, and MEMORANDUM; however, the names of the recipient(s) and writer(s) are given with initial capitals only;
• A VIA line, indicating that your direct supervisor has approved the memo's contents, should be used if you are writing to recommend an action, state a policy, or otherwise communicate in a situation where a demonstration of consensus is desirable;
• A VIA line may also be used for providing an endorsement of the request or recommendation or for showing lack of support for a request or recommendation; and
• When giving or sending copies of the memo to anyone other than the person(s) to whom it is addressed, this information is given at the very end of the letter, following other information (including Enclosure). Type the letter c with a colon and follow it with the name(s) of the other person(s) to whom the memo will be sent.

Related Reminders

• Send legible memos. If the copier in your area produces weak copies, use another copier or take the original to the Copy Center for better quality.
• When preparing a memo for an audience outside Durham Tech OR when composing an official memo or letter for our students, faculty, or staff, you may have staff in the college's Marketing and Communications Department edit the piece for you.

Memo Sample

April 14, 2010

MEMORANDUM

TO:                 Program Directors

VIA:                Highest Ranking Employee and Then Others in Descending Rank Order

FROM:            Name of Sender

SUBJECT:      Fall Semester List

Please review the attached list of courses to be offered in Fall Semester 2011. Make any necessary corrections and/or additions, write in the hourly rate, or write F/T if a full-time instructor will teach the course. 

If a new instructor or one whose credentials are not on file is teaching the course, please forward a completed Part-Time Employment Application. This is needed to start a file as well as to generate a contract for the instructor.

Please return the list to me on or before February 12, 2011. As always, I am willing to work with you in solving any problems that might be encountered.

Attachment

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