Georgia Tech University Communications Memorandum

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G

Email
 to, from, subject, date (almost all composed by email software), body (short, ss, left aligned), salutation, valediction,
Memo
 Ss, left aligned, full paragraphs/sentences, TO FROM DA
TE SUBJECT
designed so that it is offset from main content,
SM
 platform specific, captions/images if appropriate, interactive, internet never dies,
A Email
 Employees: 16-50+, working class, m/f split; Management (socioeconomic status, education, gender)
Memo
 See aboveSM
 40+, $, free time, educated beyond HS, white collar, retired,
P
 Email
 Introduce the memo, how to read/what to do about it, followup
Memo
 State the policy, address concerns, followupSM
 Inform to club members who follow the sm page that amenities are being expanded/reopened, new policy, address
concerns
C
 Email
 COVID, city/state compliance, CDC, job, safety, variants,
Memo
 See above

SM
 COVID, members paying dues, KarensT  Email
 Less formal, familiarity, Memo
 Formal, direct, humanitySM
 appropriate for platform, welcoming, excited, What
must
you address for your audience in the email? In the
memo? In the social media announcement?
What concerns will your audience(s) have upon getting this
news? Let’s brainstorm a list.
Workers
 Vaccination status, which masks, provided, if not provided what are the standards, what to do with customer
concerns (do they have to wear them?), mandates, times/days
open, breaks, course, consequences for not complying, specific
issues/questions (medical condition)
What to do if employee feels unwell, testing requirements,

Members
 Price, mask requirements, days/times, limited capacity, reservations required, other safety measures, pick-up
options for restaurant/merch, refunds, fees

Kruschek Spring 2022 LMC 3403
Email and Memo Part I Due Sat 1/29 by 11:59pm
Case Details
You work as a staff member for a local country club. Your responsibilities currently include
helping customers with their memberships, payments, and managing tee times. The owner and
managers of the club have decided to expand their re-opening to include certain indoor facilities
that have been closed for the last 18months as a COVID safety precaution. Re-opening now
comes with some conditions, one of which is that all employees working anywhere in the
clubhouse must wear a face mask at all times. After a meeting with your boss, you have been
asked to help them communicate this new policy to the other employees and the public.
Activity
Email: 1-2 short paragraphs, about 4-7 sentences total, single-spaced with all the conventions
of the genre. Using the case details above, draft an email on behalf of your boss that will be
sent to employees informing them of the new policy. This email will ultimately be sent by your
boss, so you should write as though you are the boss. Delegating responsibilities like this is a
common practice.
Memo: Half to one page, single-spaced, with all the conventions of the genre. Using the case
details above, and in conjunction with the email you write, compose a memo on behalf of your
boss informing them of the new policy that will be attached to the email and posted in employee
areas. This document should be formatted and read more formally than the email, as the genre
requires.
Social Media Announcement: TBD by you, single-spaced. Because of your experience with
social media, your boss has also asked you to come up with an announcement for their social
media page to let club members know these indoor facilities will be reopening. Using the case
details above, compose an announcement appropriate for the platform your audience uses to
inform the club’s social media followers of this news. Be aware your boss is NOT asking for a
summary or idea of what could be posted, but a word for word draft of what will appear on the
company’s social media page.
Strong documents will focus on what questions and concerns your audience(s) will have as a
result of this policy and how you can best answer them. It might help you to generate a list of
possible concerns and answers for those concerns, and then prioritize them based on what you
believe will be the most important issues for your audience. You have some freedom with this
activity to help you address those issues within reason, and doing a bit of research on country
clubs generally if you’re unfamiliar, COVID-19, and/or how some businesses have responded to
operating during a pandemic might help you. Attention to who your audience is and how you
should address them given why you are writing in the context of a global pandemic will be
crucial to the effectiveness of the documents you write.
As you begin to draft the email and memo, take a look back at the readings and make sure you
understand each of the genres you’ve been asked to write. You’ll be asked later in the semester
to do an analysis of each situation (the case details) for which you are writing, i.e. you’ll need to
tease out who the audience is for the situation, what your purpose is in writing, and so forth.
Sound familiar? It should because you just finished writing a rhetorical analysis and this course
is grounded in the rhetorical situation. Take a look back at the readings, or contact me, if you
need to brush up. This activity does not require you to do that analysis as part of your drafting,
but it would be good to start doing that on your own before you’re required to later.

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