Memorandum

To: Dr. Krista Soria

From: Carrie Ommen
Date: February 28, 2015
Subject: Interview with Greg Northrop

Summary
This memo describes the contents of my interview with Mr. Greg Northrop in regards to his use
of professional writing. Mr. Northrop is currently working as an intern at BDO USA, LLP, as he
pursues his Masters of Accountancy at the University of Minnesota, Twin Cities. We began our
interview by discussing types of professional communications Northrop uses regularly in his
position, as well as the technologies and strategies that help him ensure effective communication
both within the company and with his customers. We then spoke about primary audiences to his
writing and how his writings change according to audience. Finally, we addressed the importance
of professional writing in his position as a customer service-centered field.
Forms of Communication
Mr. Northrop uses a variety of modes of professional communication in his daily work, and
particularly prominent is his use of email. He described email as a universal communication tool,
one which he uses to discuss matters with fellow employees as well as with clients. He
emphasized, as well, that email must be professional at all times.
For less formal communication, Northrop uses an instant messaging program called Lync. The
program is generally used for brief employee discussions and questions, particularly those that
are more easily resolved in a small series of questions as opposed to a lengthy email. The tone
tends to be less professional, but guidelines still emphasize that if you would not want a client to
view the information, you should not be discussing the matter. An example of his use of this
program has been attached with the memo submission.
One of the most integral forms of client communication that Mr. Northrop uses is the
Engagement Letter. It outlines in clear detail the services that he will be providing to his client,
as well as time and cost estimations should the client agree to the services prescribed. According
to Northrop, the Engagement Letter is an excellent way to involve the client in his work, and it
serves as a superb tool for opening lines of communication to determine the needs of each
individual client.
Technologies and Strategies
Mr. Northrop noted that he does not use much editing technology in his professional writing, but
he advocates heavily for writing initial communications in a Word document. This helps to
ensure accurate spelling and minimal grammar mistakes in his writing processes, both with
clients and with fellow employees.
He also finds the step away and reread technique incredibly useful: while communication is
intended to be fast and accurate, taking the time to write a draft, perform various other tasks, and
return to the draft to create a final is extremely important to maintain the correct tone and see

mistakes that were not addressed at the first look. He said fellow employees make for great
reviewers of documents when you are unsure of your writing, as well, because they are more
likely to spot overlooked mistakes and offer suggestions for improvement that you may not have
thought of on your own.
Audiences
Mr. Northrop described having two main audiences for his writing, but that the tone for each is
essentially the same. The first category of recipients of his writing are his coworkers. He made
known that though he does work in a highly professional environment, he and fellow employees
try to make everything as fun as possible. While that may serve as reason for many to fall short
in their professional communications, Northrop stresses the importance keeping everything
business-like, and, as mentioned above, maintaining communications that would be acceptable to
show to a client at any given time.
The other audience category that Mr. Northrop caters to are his clients. He describes the clients
he works for as Type-A personalitieshigh-standing corporate employees who command respect
and concise, effective communication about their services. While many of them are loyal
customers and often become friends over time, he notes that professionalism in writing is still of
utmost importance to maintain strong working relationships. To keep clients coming back is an
infinitely useful skill Northrops field of choice, and he says that professional communication
habits are at the core of establishing solid client relations.
Conclusion
My interview with Mr. Northrop was very enlightening, given that I was under the impression
that those who work in accounting fields would not have to write all that much. He introduced
me to new ideas of types of documents produced in the professional writing sphere, effective
strategies for improvement of my own writing skills, and how consistency serves as one of the
most important skills you can bring in to the workplace.
Most important, though, was his insistence to look at the field as a customer service-centered
industry, as opposed a place where one can hide at their desk all day. Northrop described
perfectly how many view the world of accounting as a plug and chug of numbers alone with
little to no interaction with others. In reality, his occupation is centered completely about his
customers and their needs, and communicating with them in a professional manner, both orally
and in writing, is integral to success.