Your SlideShare is downloading. ×
  • Like
Chat Room | Pakistani Chat Room only on
Upcoming SlideShare
Loading in...5

Thanks for flagging this SlideShare!

Oops! An error has occurred.


Now you can save presentations on your phone or tablet

Available for both IPhone and Android

Text the download link to your phone

Standard text messaging rates apply

Chat Room | Pakistani Chat Room only on


Chat Room Online for Pakistani ! enjoy Free Online Chat For Pakistani Boys and Girls in Karachi Islamabad , Peshawar

Chat Room Online for Pakistani ! enjoy Free Online Chat For Pakistani Boys and Girls in Karachi Islamabad , Peshawar

  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Be the first to comment
No Downloads


Total Views
On SlideShare
From Embeds
Number of Embeds



Embeds 0

No embeds

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

    No notes for slide


  • 1. Business Memos
  • 2. Business Memos  The two widely recognized categories of communication in the business world are external communication and internal communications.  Internal communication is essential for the internal functioning of any organization.  Typically internal communication include Business Memos. Business memos solve problems and act as means of decision making
  • 3. Business Memos Whether a person is a managing director in a multinational company, a sales manager in a small firm , or a junior executive in a government department, all have to write memos.
  • 4. Purpose of Business Memos As business memos solve problems and act as a means of decision making, they serve many purposes. They may:  Describe problems  Request for information or additional resources  Contain proposals or requests for proposals  Explain policy statements  Contain office instructions or guidelines  Persuade the reader to take an action  Invite the reader to business meetings / conferences  Give feedback, suggestions, or recommendations  Seek explanations  Be just polite reminders
  • 5. Characteristics of Effective Memos Good memos share certain characteristics, which include the following: 1) Clarity 2) Conciseness 3) Unity of Theme 4) Informal Tone
  • 6. Clarity A memo must be clearly written because an unclear and vague memo will confuse the reader, leading to delay and no action.
  • 7. Unclear Memo- An Example “ There is going to be a one-day program on a relevant topic related to value education for some of our staff. The program will be organized by IIM, Delhi in the last week of September. We need your support and involvement in order to make the program successful.” The reader of this memo is not provided with the answers to the following questions:  What is the exact topic of the program?  What is the exact date of the program?  Who are participants?  What kind of support does the reader need?
  • 8. Revised version of the same memo: “ On Saturday, September 29, 2012, the Value Education Cell of IIM, Delhi will be organizing a one-day program on “Business Values and Corporate Management” for the Management Trainees of the Marketing Division . Kindly arrange accommodation for three persons in the Guest House from September 28 to September 30, 2012.”
  • 9. Conciseness Concise and direct memos are more effective. A memo should contain only essential information. Avoid unnecessary explanations, repetitions, wordy expressions, and amplification. Ensure that the memo makes its point with the fewest possible words
  • 10. Unity of Theme A memo which does not have unity of theme, distracts the reader and ceases (terminates) to be purposeful. An important way of ensuring unity in a memo is to make sure that it deals with only one topic. A single topic is developed , and related ideas are subordinated.
  • 11. Informal Tone Although a memo is a formal business document, its tone is usually informal and conversational. As the writer is likely to be familiar with the reader, personal tone may be used in memos. A very formal tone might sound intimidating.
  • 12. Parts of a Memo Standard memos contain four parts: 1. Heading 2.Opening 3.Body 4.Closing
  • 13. Parts of a Memo - Heading The heading segment of a memo includes four elements: 1) The recipient's name and designation 2) The sender’s name and designation 3) Date 4) Subject To: From: Date: Subject: (Name and designation of the recipient) (Name and designation of the sender) (Complete and current) (Topic of the memo)
  • 14. Examples of Heading Segment To: Mr. Avinash Gautam Director Sales From: S Ravi Chand Sales Manager Date: October 3, 2012 Subject: SALES SUMMARY FOR THE YEAR 2012 OR Subject: Sales Summary for the Year 2012
  • 15. Examples of Heading Segment To: All Sales Managers From: Director (Sales) Date: October 3, 2012 Subject: Sales Target for the Year 2012-2013 To: Assistant Registrar (Accounts) From: Finance Officer Date: October 3, 2012 Subject: AUDIT OF PROJECT ACCOUNTS
  • 16. Parts of a Memo - Opening Most memos begin with a short paragraph describing the problem that led to the need for the memo and the basic “purpose” of the memo. Examples: “Here is a summary of the measures the Campus Security Department is taking to ensure that only authorized people are allowed into the administrative offices.” “As you requested, here is a copy of the annual sales report for our new product ‘Mint Candy’, launched in December 2012.”
  • 17. Parts of a Memo - Body  The body of the memo contains the message of the memo.  It describes, explains, and discuss the central idea of the memo and includes all the details that support the senders’ ideas.  The body may contain a brief statement of the key recommendations the sender has reached.
  • 18. Parts of a Memo - Closing  Memos should be closed with a courteous ending, stating what action the reader is required to take.  Thus , the closing of a routine memo may contain action information seeking action oriented response specifying the action that the reader is required to take. Example: “Please send your recommendations to me by October 5, 2012 so that we are able to complete the project by the end of November, 2012.”
  • 19. Optional Parts of a Memo A few optional elements may be used in memos, as per requirements. These elements include: reference ( response to other memos, notices, reports and other documents) attachments ( lists, diagrams, pictographs, tables, and other sources of data) distribution lists / c.c (persons who might be receiving copies of the memo)