Memo 1: new expense claim procedures
English for Professional Purposes
Instructions
For the following scenario, write a concise and professional business memo that effectively communicates the necessary information. Pay attention to the format, tone, and content of your memo, ensuring it is appropriate for the intended audience and purpose.
Scenario
You are the Finance Director. You need to inform all department heads about new expense claim procedures that will take effect from next quarter. The changes include a new digital submission system, reduced approval timeframes, and stricter documentation requirements. Department heads must cascade this information to their teams.
Notes on structure
Header
- To: Recipient(s) name and title
- From: Your name and title
- Date: Full date
- Subject: Clear, specific, and concise description
Opening
- Context: Briefly introduce the topic and its relevance
- Purpose: Clearly state the reason for writing the memo
Body
- Main points: Organise information logically with headings and bullet points
- Supporting details: Provide data, examples, or explanations as needed
- Call to action: Specify the desired outcome or next steps
Closing
- Summary: Briefly restate the main points and purpose
- Contact information: Offer to answer questions or provide clarification