Page 77 - An Indispensible Resource for Being a Credible Activist

PACE MEMO-WRITING FORMULA

P. Posture you are taking in this memo: Are you educating, reminding, citing policy, citing
precedent, citing a law, concerned, reminding a second time, citing ethical codes, or
pointing to something else? You may be doing more than one of these in your memo,
but you should be clear on which of these you are doing and why, so you choose the
right words and keep the memo targeted and brief.
A. Awareness regarding whether or not there are legal compliance issues involved with
the matter. Conduct necessary research with credible sources, and document your
research, including names and titles of technical assistance persons and/or govern-
ment sources spoken to and any case law or white papers.

C. Commitment to consistent application of all relevant laws and company policies
related to the matter.

E. Execution of relevant policies and procedures in a consistent manner for all employ-
ees related to the matter with awareness of precedent and addressing any grey areas
or different circumstances that may exist.

SAMPLE MEMO REGARDING EEO COMPLIANCE
CONCERNS

On letterhead, in interoffice memo format, or via e-mail
CONFIDENTIAL
To: Your Supervisor
(Include any others on this list to whom this memo should be addressed.)
From: Your Name

Date:
Re.: Concerns about (Company)’s Compliance with EEO Laws

I am compelled to express concern about how we at (Company) handle issues related to
EEO and Sexual Harassment Prevention laws.
As you know, the EEOC has determined that if a workplace environment is such that
employees are afraid to make complaints; this environment can contribute substantially
to a viable retaliation claim. Additionally, now any employee who participates in an
investigation is also protected from retaliation. Additionally, we have a responsibility to
investigate complaints promptly, thoroughly, and soundly. Just as important, we have a
legal responsibility to prevent any harassment, discrimination, and/or retaliation based
on any category protected by our city, state, and federal laws.

60 The H R Toolkit