How to Use the Memo

Evaluation Rubric
Ms. Tiffani Reardon
Kennesaw State University
Criterion
Memo/email is in proper format for the type
of memo/email it is
Contents of the email/memo are appropriate
for the type of email/memo it is.
Tone of the email/memo is appropriate and
reflects awareness of intended audience. The
memo/email gives a favourable impression of
the writer.
Words in the email/memo are carefully
chosen and ordered to communicate
effectively and concisely.
Grammar/spelling are appropriate.
Excellent
Memos have appropriate heading (to: from:
subject: date:) with initials. Memos include no
greeting and are initialed next to sender’s
name. Memos are not signed. Emails include
all appropriate heading information (to: from:
subject: date:); an appropriate greeting, an
appropriate signature. Meeting minutes have
an appropriate header.
Directives begin with an explanation of the
policy being implemented and end with a
statement of the policy; meeting minutes
include start and end times and attendees;
progress reports update reader on the
progress of a project including positive and
negative aspects; responses to inquiries
answer the inquiry clearly, completely, and
succinctly; incident reports relate the
sequence of events in chronological order
The email/memo is polite and frames its
communication with regard to what the
reader wants/needs to know.
The email/memo is straightforward, clear, and
polite.
All words are spelled correctly. Sentences are
punctuated correctly. Grammar is correct.
Good
Memo/email is generally correct with regard
to headings and formats. Memo may be
missing initials next to sender’s name. Email
may be missing greeting. Minutes may be
missing names of attendees or time of
meeting ending.
Contents of the email/memo reflect slight
wobbles in execution that do not impede the
effectiveness of the memo.
The email/memo tone is polite. It could better
reflect awareness of intended audience and
improve the impression it gives of the writer.
The email/memo is generally straightforward,
clear, and polite. It has some wordy phrases
and/or could be improved with regard to
clarity.
The email/memo has between 1-3
grammar/spelling/punctuation errors.
Needs Improvement
Memo/email is missing multiple important
format elements.
The email/memo contents are not
appropriate for the type of email/memo it is.
The email contents do not communicate
effectively for the type of memo/email it is.
The email/memo tone seems to lack
awareness of the intended audience. It gives a
negative impression of the writer.
The email/memo is not clear with regard to
its purpose or point. Or it rambles or is
unnecessarily repetitive or wordy.
The email/memo has 4 or more
grammar/spelling/punctuation errors.
Orangeville County School Bus Agency
To: Janice Temple
From: Kelly Wells
Subject: Bus Accident and Injury
Date: April 18, 2013
On April 15, 2015, I started my daily bus route to pick up the kids on my route
for school, when crazy person in a Jaguar swerved into my lane and forced me
off the side of the road. I ended up on the side of the road with the bus turned
over and my window broken. My eye and arm now have glass in them, and I’m
all bruised up. Luckily there were no kids on the bus yet, but that guy in the Jag
just kept driving. I hope the cops catch him soon.
I want paid leave for recovery until I can see out of my eye again and my arm
stops hurting.
Orangeville County School Bus Agency
To: Janice Temple
From: Kelly Wells
Subject: Bus Accident and Injury
Date: April 18, 2013
On April 15, 2015, I started my daily bus route to pick up the kids on my route for school, when crazy person in
a Jaguar swerved into my lane and forced me off the side of the road. I ended up on the side of the road with
the bus turned over and my window broken. My eye and arm now have glass in them, and I’m all bruised up.
Luckily there were no kids on the bus yet, but that guy in the Jag just kept driving. I hope the cops catch him
soon.
I want paid leave for recovery until I can see out of my eye again and my arm stops hurting.

Criterion Excellent Good Needs Improvement

Memo/email is in proper format for
the type of memo/email it is
Memos have appropriate heading (to:
from: subject: date:) with initials.
Memos include no greeting and are
initialed next to sender’s name.
Memos are not signed. Emails include
all appropriate heading information
(to: from: subject: date:); an
appropriate greeting, an appropriate
signature. Meeting minutes have an
appropriate header.
Memo/email is generally correct with Memo/email is missing multiple
regard to headings and formats. Memo important format elements.
may be missing initials next to sender’s
name. Email may be missing greeting.
Minutes may be missing names of
attendees or time of meeting ending.
Orangeville County School Bus Agency
To: Janice Temple
From: Kelly Wells
Subject: Bus Accident and Injury
Date: April 18, 2013
On April 15, 2015, I started my daily bus route to pick up the kids on my route for school, when crazy person in
a Jaguar swerved into my lane and forced me off the side of the road. I ended up on the side of the road with
the bus turned over and my window broken. My eye and arm now have glass in them, and I’m all bruised up.
Luckily there were no kids on the bus yet, but that guy in the Jag just kept driving. I hope the cops catch him
soon.
I want paid leave for recovery until I can see out of my eye again and my arm stops hurting.

Criterion Excellent Good Needs Improvement

Contents of the email/memo are
appropriate for the type of
email/memo it is.
Directives begin with an explanation of Contents of the email/memo reflect The email/memo contents are not
the policy being implemented and end slight wobbles in execution that do not appropriate for the type of
with a statement of the policy; meeting impede the effectiveness of the memo. email/memo it is. The email contents
minutes include start and end times do not communicate effectively for the
and attendees; progress reports update type of memo/email it is.
reader on the progress of a project
including positive and negative
aspects; responses to inquiries answer
the inquiry clearly, completely, and
succinctly; incident reports relate the
sequence of events in chronological
order
Orangeville County School Bus Agency
To: Janice Temple
From: Kelly Wells
Subject: Bus Accident and Injury
Date: April 18, 2013
On April 15, 2015, I started my daily bus route to pick up the kids on my route for school, when crazy person in
a Jaguar swerved into my lane and forced me off the side of the road. I ended up on the side of the road with
the bus turned over and my window broken. My eye and arm now have glass in them, and I’m all bruised up.
Luckily there were no kids on the bus yet, but that guy in the Jag just kept driving. I hope the cops catch him
soon.
I want paid leave for recovery until I can see out of my eye again and my arm stops hurting.

Criterion Excellent Good Needs Improvement

Tone of the email/memo is appropriate The email/memo is polite and frames The email/memo tone is polite. It could The email/memo tone seems to lack
and reflects awareness of intended its communication with regard to what better reflect awareness of intended awareness of the intended audience. It
audience. The memo/email gives a the reader wants/needs to know. audience and improve the impression gives a negative impression of the
favourable impression of the writer. it gives of the writer. writer.
Orangeville County School Bus Agency
To: Janice Temple
From: Kelly Wells
Subject: Bus Accident and Injury
Date: April 18, 2013
On April 15, 2015, I started my daily bus route to pick up the kids on my route for school, when crazy person in
a Jaguar swerved into my lane and forced me off the side of the road. I ended up on the side of the road with
the bus turned over and my window broken. My eye and arm now have glass in them, and I’m all bruised up.
Luckily there were no kids on the bus yet, but that guy in the Jag just kept driving. I hope the cops catch him
soon.
I want paid leave for recovery until I can see out of my eye again and my arm stops hurting.

Criterion Excellent Good Needs Improvement

Words in the email/memo are carefully The email/memo is straightforward, The email/memo is generally The email/memo is not clear with
chosen and ordered to communicate clear, and polite. straightforward, clear, and polite. It has regard to its purpose or point. Or it
effectively and concisely. some wordy phrases and/or could be rambles or is unnecessarily repetitive
improved with regard to clarity. or wordy.
Orangeville County School Bus Agency
To: Janice Temple
From: Kelly Wells
Subject: Bus Accident and Injury
Date: April 18, 2013
On April 15, 2015, I started my daily bus route to pick up the kids on my route for school, when crazy person in
a Jaguar swerved into my lane and forced me off the side of the road. I ended up on the side of the road with
the bus turned over and my window broken. My eye and arm now have glass in them, and I’m all bruised up.
Luckily there were no kids on the bus yet, but that guy in the Jag just kept driving. I hope the cops catch him
soon.
I want paid leave for recovery until I can see out of my eye again and my arm stops hurting.

Criterion Excellent Good Needs Improvement

Grammar/spelling are appropriate. All words are spelled correctly. The email/memo has between 1-3 The email/memo has 4 or more
Sentences are punctuated correctly. grammar/spelling/punctuation errors. grammar/spelling/punctuation errors.
Grammar is correct.