Memorandum
TO:
FROM:
DATE:
SUBJECT: Necessity for More Documentation
Written documentation of our division’s activities has been lax. Word-of-mouth is the easiest, but definitely not the safest, means of communication. In fact, at present we have an ongoing disagreement about a rather large nonbudgeted expenditure that presumably was okayed by telephone but not in writing.
For your own protection as well as for the smooth operation of our division, please emphasize to your staff the importance of file copies documenting agreements, approvals, directions, solutions to problems, minutes of meetings, reprimands, and other such matters. On occasion, a handwritten note will be sufficient; at other times, an officially typed and signed letter is appropriate. Please give individual guidance to your supervisors to make sure they understand when documentation is necessary.
Thank you for your help to “put it in writing.”
Email This Page!