Memorandums
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Memorandums

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Memorandums Presentation Transcript

  • 1. (memo)Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 1
  • 2. Study these words that may make your memorandum ineffective. Give particular attention to the short and effective words that should replace them.Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 2
  • 3. Long and Ineffective Short and Effective made a decision decided came to the conclusion concluded placed an order for ordered showed an increase increased be of service serve converse with spoke to are cognizant of we know summarization summary Inadvertency error Remuneration pay utilization use encounter meet assistance help substantiation proof your communication your letter institution bank expedite speed upSunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 3
  • 4. What is a memorandum? How does it differ from a business letter? How should you write an effective memorandum?Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 4
  • 5. Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 5
  • 6. Memorandums or memoranda are letters written inside the organization, although a few companies use them in external communication. But, basically, memorandums are the written messages exchanged by employees in their day-to- day activities. It may be addressed to a specific individual or a group of persons for the purpose of commanding or calling the attention to a work done. The principal parts of a memo are: DATE, TO, FROM, and SUBJECT.Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 6
  • 7. All Purpose Example To: (Recipient) From: (Sender) Date: (Month/Day/Year) Subject: (These words can be bold format.) This purpose memo provides a model. When writing a memo, state the purpose clearly at the beginning as seen in the first sentence. At the end of the memo let the recipient know what action is expected. Memos are concise and focus on a single purpose. If you have more topics to discuss write a separate memo for each. Use lists and headings to highlight important items.Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 7
  • 8. What to Include in Your Memo • I am writing because • The facts are • I will, or I propose that you When writing a memo margins should be 1 inch all around and text should be left justified using block- style paragraphs and single spacing unless the memo is very short.Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 8
  • 9. Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 9
  • 10. The principles in writing memorandums and in writing business letters are the same, because they are based on the same reasons for writing. Nevertheless, the two differ from each other in format and content organization. Memorandums always use direct order while business letters use both direct and indirect order. Direct order states the purpose or the most important information or message in the beginning of the memo; indirect order, towards the end of the memo.Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 10
  • 11. These are the four special consideration that you have to keep in mind in writing memorandums: 1. It contains no inside address 2. It has no personal opening or closing 3. Its subject matter is announced or posted at the outset 4. It usually requires no introduction or conclusionSunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 11
  • 12. There are three basic reasons to write a memo: to persuade action, to issue a directive or to provide a report.Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 12
  • 13. Persuasive Memorandum To: Andy Andler, Benita Buchanan, Charles Chavez CC: Darcy Danko From: Heady the Head Honcho Date: June 1, 2006 Re: Need for New Memo Format I’ve noticed that we don’t seem to be able to communicate important changes, requirements and progress reports throughout the company as effectively as we should. I propose developing one consistent memo format, recognizable by all staff as the official means of communicating company directives. While I know this seems like a simple solution, I believe it will cut down on needless e-mail, improve universal communication and allow the staff to save necessary information for later referral. Please talk among yourselves to determine the proper points of memo writing and return the input to me by 12 noon. I will then send out a notice to the entire staff regarding the new memo format. Thank you for your prompt attention to this.Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 13
  • 14. Directive Memo To: All Staff From: Heady the Head Honcho Date: June 1, 2006 Re: New Memo Format Effective June 1 In order to make interoffice communications easier, please adhere to the following guidelines for writing effective memos: • Clearly state the purpose of the memo in the subject line and in the first paragraph. • Keep language professional, simple and polite. • Use short sentences. • Use bullets if a lot of information is conveyed. • Proofread before sending. • Address the memo to the person(s) who will take action on the subject, and CC those who need to know about the action. • Attach additional information: don’t place it in the body of the memo if possible. Please put this format into practice immediately. We appreciate your assistance in developing clear communications. If you have any questions, please don’t hesitate to call me. Thank you.Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 14
  • 15. Technical Memo To: Heady the Head Honcho, Andy Adler From: Darcy Darko Date: June 15, 2006 Re: Update on the T-12 Phase Three testing As we enter Phase Four of the T-12 testing, I wanted to provide a progress overview of the Phase Three testing. The body of the memo might include two-four paragraphs outlining the purpose of the memo. If this is a longer memo, each paragraph will have a subhead to help guide the reader through the document. Finally, the writer includes a summary paragraph, which features bullets highlighting the main points of each previous paragraph, and concludes the memo with a stated action required by the reader or writer. A quick note about the use of "memo" vs. "memorandum:" it doesnt really matter. It falls in line with the style selected by the writer.Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 15
  • 16. Conclusion Writing effective memos helps keep the lines of communication open in your company or department. By incorporating some of the basic points from the memo examples above, you should notice a deeper connection with employees and co-workers..Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 16