Technicians will be on site to simultaneously install the new machines on each floor to minimize printing downtime. The old photocopiers will be disconnected from the network on the morning of July 7. During this time, printing, scanning, and photocopying will not be available. The installation will take place from 8:30 – 11:30 a.m. On July 7, new photocopiers will be installed in the copy room on each floor. SUBJECT: New photocopier installations – July 7 If you are asking your readers to do something, be as courteous as possible, and try to indicate how this action will also benefit them. The final part of the message indicates what, if any, action is required or requested of the readers. Note that if the middle section of the memo body is relatively lengthy (over 3-4 paragraphs), you may want to use headings or break up the information in other ways so that the format supports ease of reading and understanding, as headings will help busy readers who are skimming the document to focus on main ideas and information. Make sure there is enough detail to support your purpose, but don’t overwhelm your readers with unnecessary details or information that is already well known to them. Start with the most general information, and then add the more specific facts and details. The middle section of the message should give all of the information needed to adequately inform the readers and fulfill the purpose of the memo. The opening sentences of the memo’s message should make it clear to the reader whether they have to read this entire memo and why (if the memo is informing me about an elevator that’s out of service in a building I never enter, then I don’t really have to read any further). Your readers are colleagues within the same organization, and are likely familiar with the context in which you are writing. There is no need to start with general introductions before getting to your point. Memos are generally very direct and concise.
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