Part of an accountantâs job entails responding to situations andmanaging people. Though you will prepare and compile technicaldocuments and reports, by far, the majority of communication occursin a briefer formatâoften in a memo or e-mail. For each situation,compose a memo in response, complete with the heading andaddress.
Memo #1: You are a partner at the firm Carpenter,Walden, and Kimbrel, CPAs. It has come to your attention thatseveral staff are wearing campaign buttons for candidates, anddisplaying posters in the office. Write a memo to be circulated toall personnel in your firm explaining that the activity shouldcease, and explaining why it is inappropriate.
Memo #2: You are a new employee at Bay Area PartsDistributors Inc. As an accounting information systems specialist,you are responsible for recommending adequate controls for thesafety of Bay Areaâs data, including data it keeps on suppliers andcustomers. You recently requested that the company adopt a new setof control procedures, but Bay Areaâs regional manager, PerryTenelton, has expressed his impatience with your recommendations.He sees the procedures as âred tape.â Write a memo to Mr. Teneltonthat details the advantages of strong controls to protect companydata.
Be specific. As you write, remember to practice the steps of theWriting Process that we have discussed. Brainstorm first, draft,revise, and proofread for errors. Check and double-check yourrecipients, especially if the communication is electronic. Find away to organize your messages to make them efficient for yourreaders. How would you respond upon receiving each of these notes?Reading from the recipientâs point of view is a good test to see ifyou have been engaging and clear enough, with the applicable levelof formality.
A successful series of memos will:
Contain a strong subject line
Put important ideas first, so that they are readilyidentifiable
Tactfully address the issue at hand
Remain clear and concise. A memo is not a full letter, orlengthy report
Take audience into account and maintain an appropriate tone
Exhibit conventional grammar and mechanics
Contain a brief, courteous, and directive conclusion