Memos*
This memorandum expands temporary enforcement guidance provided in OSHA’s March 14, 2020, memorandum to Compliance Safety and Health Officers for enforcing annual fit-testing requirements of the Respiratory Protection standard, 29 CFR § 1910.134(f)(2), with regard to supply shortages of N95s or other filtering facepiece respirators (FFRs.
“Memos” was written by Lee Ann Hodges, Tri-County Community College
Memos
Functions and Audience
- “MEMORANDUM”) label and heading shown here to format your memo. Memo Tone: Writers communicate tone through word choice (10 -cent words vs. “plain speech”), the verbs they use (commands vs. Declarative verbs), and sentence structure (complex vs.
- Short for “memorandum,” a memo is a type of document used to communicate with others in the same organization. Memos (or memoranda) are typically used for fairly short messages of one page or less, but informal reports of several pages may also employ memo format.
- A private placement memorandum (PPM) is a legal document provided to prospective investors when selling stock or another security in a business. It is sometimes referred to as an offering memorandum or offering document.
Short for “memorandum,” a memo is a type of document used to communicate with others in the same organization. Memos (or memoranda) are typically used for fairly short messages of one page or less, but informal reports of several pages may also employ memo format.
Format
Memos are distinguished by a header that includes DATE, TO, FROM, and SUBJECT lines. Other lines, such as CC or BCC, may be added as needed. An RE (“Reference”) line may be used instead of SUBJECT, but this use is becoming rarer as “RE” is often mistaken as “Reply” because of its use in email.
- DATE: List the date on which the memo is distributed.
- TO: List the names of the recipients of the memo. If there are several recipients, it’s acceptable to use a group name, such as “All Employees” or “Personnel Committee Members.”
- FROM: List the name and job title of the writer(s).
- SUBJECT: Think of the SUBJECT line as the title for the memo. Make it specific so that readers can immediately identify the topic.
These headings may be double- or single-spaced, and the SUBJECT line is often in all capital letters. Furthermore, the order of the items can vary. Many organizations have their own style preferences on these issues. If not, the order listed above, double-spaced, is the most common.
The text of memos typically uses block format, with single-spaced lines, an extra space between paragraphs, and no indentions for new paragraphs. However, if a report using memo format stretches to a few pages in length, double spacing may be used to improve its readability.
Organization
Professional communication forms are organized according to one of two strategies: Direct and indirect.
- The direct organization strategy presents the purpose of the document in the first paragraph (sometimes the first sentence) and provides supporting details in the body.
- The indirect organization strategy opens with relevant, attention-getting details that do not directly state the purpose of the document. The purpose is revealed in the body of the message, usually sandwiched between supporting details.
The direct approach is used for good news or routine communication; the indirect approach is used for persuasive, sales, or bad news messages.
A directly stated purpose is welcome in good news or routine messages but could be viewed as abrupt or insensitive in a bad news or persuasive message. When the audience is not receptive to the message, it is best to lead up to the purpose gradually.
In both types of organization, action information (such as deadlines or contact information) or a courteous closing statement is placed in the last paragraph.
Organization Strategy | Definition | Type of Document | Content | ||
Introduction | Body | Conclusion | |||
Direct | Writer arrives at purpose quickly, sometimes in the first sentence. | Used for good news or routine communication (audience is receptive or neutral) | Purpose | Details | Action information or courteous close |
Indirect | Writer gradually builds up to the purpose, which is stated in the body. | Used for negative, persuasive, or sales messages (audience is not receptive) | Relevant, attention-getting statements | Purpose statement is sandwiched by details. | Action information or courteous close |
Sample Direct Memo
Sample Indirect Memo
Style and Tone
While memo reports and policy memos are examples of documents that have a more formal tone, most memos will have a conversational style—slightly informal but still professional. The audience of memos are those with whom the writer works, so the writing style usually assumes a relationship with them (and therefore a certain lack of formality); just keep in mind that the relationship is a professional one, so the writing should reflect that. Furthermore, as with all workplace documents, the audience may contain a variety of readers, and the style and tone should be appropriate for all of their technical and authority levels.
Too Informal | Too Formal, Stuffy-Sounding, Wordy | Appropriate Balance | |
Hi, everyone. Hope you had a great weekend. You know those awards we give out every so often? It’s time for those again! | Variety Craft Supplies’ mission is to provide customers with affordable, quality supplies with superb customer service. Excellent customer service includes being knowledgeable about the supplies, but it also goes beyond that. It’s about having the right attitude about helping customers. It’s time to reward employees who have a customer-oriented outlook. |
Please submit your nominations for the quarterly Customer Service Excellence Award by April 8. Help us identify great employees! |
Common Memo Writing Situations
Memos are used in a variety of workplace communication situations, from documentation of procedures and policies to simple announcements. Below are some common types of memos:
- Policies (changes and new)
- Instructions
- Procedures
- Announcements
- Trip reports
Distribution Medium
Memos may be distributed manually through print medium in organizations in which not all employees have access to email. Organizations with access to email may distribute memos as attachments to email.
In organizations in which email reaches every employee (or every employee in the memo’s audience), writers must determine whether to send a memo or an email message to convey their information. In cases such as this, writers should consider three factors: the nature of the message, the depth/number of its details, and its likelihood of being printed for easier reference. These types of messages should be written up in memo format and attached to an email message for fast (and environmentally friendly) distribution:
- Messages that have an official aura, such as new policies or revisions of policies.
- Messages containing much detail (such as instructions on how to calibrate a complicated piece of machinery).
- Messages requiring reference away from a computer (necessitating a print copy). Print copies of emails generally use a small type that is difficult to read.
*Some articles are used across multiple genres and disciplines.
Drupal 8 messenger. April 8, 2020
- MEMORANDUM FOR:
- REGIONAL ADMINISTRATORS
STATE PLAN DESIGNEES - THROUGH:
- AMANDA EDENS
Deputy Assistant Secretary - FROM:
- PATRICK J. KAPUST, Acting Director
Directorate of Enforcement Programs - SUBJECT:
- Expanded Temporary Enforcement Guidance on Respiratory Protection Fit-Testing for N95 Filtering Facepieces in All Industries During the Coronavirus Disease 2019 (COVID-19) Pandemic
This memorandum expands temporary enforcement guidance provided in OSHA’s March 14, 2020, memorandum to Compliance Safety and Health Officers for enforcing annual fit-testing requirements of the Respiratory Protection standard, 29 CFR § 1910.134(f)(2), with regard to supply shortages of N95s or other filtering facepiece respirators (FFRs) due to the coronavirus disease 2019 (COVID-19) pandemic.[1] The March 14 guidance, which applied to healthcare, now applies to all workplaces covered by OSHA where there is required use of respirators. This memorandum will take effect immediately and remain in effect until further notice. This guidance is intended to be time-limited to the current public health crisis. Please frequently check OSHA’s webpage at www.osha.gov/coronavirus for updates.
OSHA field offices will exercise enforcement discretion concerning the annual fit-testing requirements, as long as employers have made good-faith efforts to comply with the requirements of the Respiratory Protection standard and to follow the steps outlined in the March 14, 2020 memorandum. Employers should also assess their engineering controls, work practices, and administrative controls on an ongoing basis to identify any changes they can make to decrease the need for N95s or other FFRs. When reassessing these types of controls and practices, employers should, for example, consider whether it is possible to increase the use of wet methods or portable local exhaust systems or to move operations outdoors. In some instances, an employer may also consider taking steps to temporarily suspend certain non-essential operations.
Further, given additional concerns regarding a shortage of fit-testing kits and test solutions (e.g., Bitrex™, isoamyl acetate), employers are further encouraged to take necessary steps to prioritize use of fit-testing equipment to protect employees who must use respirators for high-hazard procedures.
In the absence of quantitative or qualitative fit-testing capabilities required under mandatory Appendix A to 29 CFR § 1910.134 Appendix A, the following additional guidance is provided to assist with decision-making with respect to use of N95s or other FFRs. Most respirator manufacturers produce multiple models that use the same basic head form for size/fit. Manufacturers may have a crosswalk (i.e., a list of their respirators with equivalent fit). Therefore, if a user’s respirator model (e.g., model x) is out of stock, employers should consult the manufacturer to see if it recommends a different model (e.g., model y or z) that fits similarly to the model (x) used previously by employees.
During this COVID-19 pandemic, OSHA field offices should exercise additional enforcement discretion regarding compliance with 29 CFR § 1910.134(f) when an employer switches to an equivalent-fitting make/model/size/style N95 or other filtering facepiece respirator without first performing an initial quantitative or qualitative fit test. Where the use of respiratory protection is required and an employer fails to comply with any other requirements, such as initial fit testing, maintenance, care, and training in the Respiratory Protection standard, cite the applicable section(s) of 29 CFR § 1910.134.
If you have any questions regarding these policies, please contact the Directorate of Enforcement Programs at (202) 693-2190.
cc: DCSP
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Memorandum Style Blog
[1] See,www.osha.gov/memos/2020-03-14/temporary-enforcement-guidance-healthcare-respiratory-protection-annual-fit. Back to Text