You will prepare an instruction (or procedure) memo outlining a business-related issue (see scenario below). Procedure messages should utilize the direct approach by stating the main idea concisely, dividing the instructions into steps, and presenting a closing thought. The writing plan for your memo is as follows:
Instructions:
Your Task: As director of human resources, draft a memo to employees. Provide brief background data and explain the main idea. You will list clear fire instructions. In the closingparagraph, provide your name, title, and office phone number and/or email address if receivers want more information.
The Scenario: You are concerned about fires and safe evacuation in your office building, so prepare a set of procedures for employees to follow in case of fires.
It’s important if someone sees a fire, that person should pull the alarm and call the fire department. The number of that department is 9-911. If the fire is small, the employee can attempt to extinguish it with a fire extinguisher. The supervisor is probably the one who should size up the situation and decide whether the building should be evacuated. You then begin to think about the evacuation process. What to do? Should employees close all doors and secure their workstations, or is this using too much precious time while there’s a fire? You decide what information is important to include.
If employees are evacuating, they should go to the nearest exit in an orderly manner. In addition, it’s very important that everyone remains calm and helps with visitors and those with disabilities. At the predetermined gathering places, employees should wait for instructions from floor monitors. It’s also important that employees not reenter the building until given the all-clear. When they are outside, they should stay out of the way of fire department personnel and equipment.
**Please note: When thinking about writing fire instructions for employees, what are the most important points to list? Those instructions are the ones you will list in your memo. Additionally, do not copy my words verbatim. Use your own words!