Question

To: All Employees

From: Larry Ogawa, President, University of State
Date: January 15, 2021
Subject: Future Expenditure Guidelines
After careful deliberation, I have determined it is necessary to begin the initial steps of a financial stewardship program that carries UState through what appears to be a two-year cycle of a severe state shortfall in revenue and subsequent necessary legislative budget reductions. Beginning February 1, 2021, the following actions are being implemented for the General Fund, Auxiliary Fund, and Capital Fund in order to address the projected reductions in our state aid for the remainder of this year 2020-21 and next year 2021-22.
Only purchases needed to operate the university should be made so that we can begin saving to reduce the impact of the budget reductions.
Requests for out-of-state travel will require approval from the Executive Committee to ensure that only necessary institutional travel occurs.
Purchases, including in-state travel and budget transfers, will require the appropriate vice president’s approval.
Please understand that we are taking these prudent steps to create savings that will allow UState to reduce the impact of projected cuts in expected legislative reductions.
Thank you for your cooperation, and please direct any questions to my office.
Based on what you learned about word choice and tone, is this memo written for the audience? Why or why not?
Based on what you learned about word choice and tone, is this memo written with appropriate language? Why or why not?
Which parts of the memo could be more concise? Explain.
Which parts of the memo could be more clear? Explain
Did the writer choose the best delivery channel for this message? Why or why not?

Answer 1

Step-by-step explanation:

Based on the information provided in the memo, it appears to be written for the employees of the University of State. The memo is addressed to "All Employees" and comes from the president of the university. The content of the memo discusses actions and guidelines that employees need to follow regarding expenditures and budget reductions. Therefore, it is tailored to inform and guide the university's employees.

In terms of word choice and tone, the memo uses professional and formal language appropriate for workplace communication. The tone is directive and authoritative, as it comes from the president and outlines specific actions and approvals required. The language used is clear and concise, conveying the necessary information without unnecessary embellishments or ambiguity.

However, there are parts of the memo that could be more concise. For example, the first sentence of the second paragraph could be simplified to say "Only necessary purchases should be made to reduce the impact of budget reductions." Similarly, the sentence "Please understand that we are taking these prudent steps to create savings that will allow UState to reduce the impact of projected cuts in expected legislative reductions" could be streamlined to "We are taking these steps to create savings and minimize the impact of budget cuts."

While the memo provides general guidelines, some parts could be clearer in terms of the specific actions employees need to take. For instance, it would be helpful to provide more details on the process of obtaining approval for out-of-state travel and the appropriate vice president for budget transfers.

As for the delivery channel, a memo is generally an appropriate choice for conveying important information and guidelines to employees. However, depending on the organization and its communication practices, additional channels such as a staff meeting, follow-up emails, or department-specific meetings could be beneficial for addressing any questions or concerns in a more interactive manner.