Memos serve to inform employees about a certain change in policies or procedures or any other decision that the management may have taken. This form of communication is often not to rigidly written as employers want positive interaction with employees and want everyone to comply readily.
There are many types of memos written within an organization; directive memos, response memos and report memos are a few popular ones. Let us discuss a directive memo here which is the most common type of memo used within an organization. A directive memo states a change in policy or an introduction of one. This is usually quite detailed and requires employees to follow without much question.
Memos need to have a polite yet assertive content. For instance, an employer writing a memo for a summer dress code will need to make sure that he does not offend any employee, yet gets his point across as to what acceptable summer attire should be within in the office. An example of this type of memo is given below:
Letter of Memo on Summer Dress Code – Sample 1
Monday, June 2, 2014
To: All Personnel
Subject: Summer Dress Code
Chesapeake Inc. prides itself for the professional atmosphere it has maintained since its inception in 2004. The positive image that our employees have projected during this time has had a huge impact on our clients whom we have successfully retained over the years.
As representatives of Chesapeake Inc. we have done a great job and will continue to do so in the future as well. To make our image more professional for the benefit of ensuring recurrent business opportunities we have set a summer dress code this year. While we believe that our employees should be physically comfortable on every work day, we have no choice but to impose a slight change in the dressing policy. We would like to keep the dress code casual as long as it is appropriate for a professional office atmosphere. If any employee would like to dress more formally, he or she is free to do so of course.
Listed below is a list of acceptable summer dress code:
• Wrinkle free wool and cotton slacks
• Casual shirts with collars, turtle necks and sweaters
• Casual dresses, tops and skirts as long as they are not too revealing
• Loafers, boots and flats
• Trendy and tasteful jewelry, headgear and belts
Please avoid dressing in the following:
• Tee shirts, tank tops and halter tops
• Jeans, shorts and overalls
• Miniskirts and spaghetti strap tops
• Clicking heals or other shoes that make noise
• Visible body piercings or tattoos
Let us all work together to make Chesapeake Inc. more successful through the way we represent ourselves. If you have any questions regarding this memo, please discuss it with your supervisor.
Thank you for your cooperation.
(CEO – Chesapeake Inc.)
Letter of Memo on Summer Dress Code – Sample 2
Dear Managers, Supervisors and Workers,
It is always hard to set up policies that are new, particularly those that will affect the eighteen inches of space that surrounds each of us at work. Therefore, what we wear to work, where we sit at work, our work equipment, and so forth, are vital to each of us.
As summer season is ahead, we are introducing a summer dress code to all employees of our Company. In fact, this dress code will give us a standard for our specialized look. It establishes a standard that the average employee is comfortable with and can, with a few changes, live with.
All managers have to wear a tie along with formal dress. Conversely, supervisors and workers are exempted from the provision of tie.
First line workers are allowed to wear a casual dress including jeans and t-shirt.
Notice that for jewellery in body piercings, only good taste and temperance have been requested.
Jeans and bib overalls are allowable for manufacturing wear. Athletic shoes are permissible only for field workers.
With regard to footwear, closed toe shoes have been requisite in the office areas for the past ten years and this requirement will be remained unchanged in the summer dress code. The requirement for closed toe and closed heel shoes in the manufacturing areas was recognized by the Company Safety Committee. This guiding principle has been published, at least annually, since then.
To make this plan effective, we require your dedication, support, and leadership. That is why we are asking you to converse this policy to each person on your staff.
How you communicate the policy is vital in its recognition by company’s workforce. We thought that writing this whole out might help you have the facts and cause at hand for why we are adopting a dress code when you do this announcement.
Human Resources department will print sufficient copies of the summer dress code policy for each member of staff and we will hand out the forms to you for distribution to them.
We really are grateful for your help and support.
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