Inter office memorandum and informal (short) report


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Inter office memorandum and informal (short) report

  1. 1. Report Writing Skill: Inter-office Memorandum and Informal (Short) Report 02/18/14 Course Coordinator: Ayyaz 1 Qadeer
  2. 2. HOW TO WRITE A MEMORANDUM 1.  1. 2. Audience and Purpose Memos have a twofold purpose: they bring attention to problems and they solve problems.  e.g. informing the reader about new information like policy changes, price increases, or by persuading the reader to take an action, such as attend a meeting, or change a current production procedure.  Choose the audience of the memo wisely. Ensure that: people need to read the memo. material is not too sensitive to put in a memo Memos are most effectively used when sent to a small to moderate amount of people to communicate company or job objectives.     02/18/14 Course Coordinator: Ayyaz 2 Qadeer
  3. 3. HOW TO WRITE A MEMORANDUM 2. Parts of a Memo  Heading Segment  TO: (readers' names and job titles)  FROM: (your name and job title)  DATE: (complete and current date)  SUBJECT: (what the memo is about, highlighted in some way)  Make sure  correct name and job title. being specific and concise in your subject line  02/18/14 Course Coordinator: Ayyaz 3 Qadeer
  4. 4. HOW TO WRITE A MEMORANDUM  Opening Segment  purpose of a memo; the context and problem, and the specific; assignment or task; The more direct the memo plan, the more explicit the introduction should be; The introduction should be brief.    02/18/14 Course Coordinator: Ayyaz 4 Qadeer
  5. 5. HOW TO WRITE A MEMORANDUM  Context  The context is the event, circumstance, or background of the problem you are solving. Use a paragraph or a few sentences to establish the background and state the problem. Include only what your reader needs, but be sure it is clear.   02/18/14 Course Coordinator: Ayyaz 5 Qadeer
  6. 6. HOW TO WRITE A MEMORANDUM  Task Segment Describe what you are doing to help solve the problem;  If the action was requested, your task may be indicated by a sentence opening like,  "You asked that I look at...."  If you want to explain your intentions, you might say,  "To determine the best method of promoting the new fall line, I will...."  Include only as much information as is needed by the decision-makers in the context,  Do 02/18/14 no ramble on with insignificant details.Qadeer Course Coordinator: Ayyaz 6 
  7. 7. HOW TO WRITE A MEMORANDUM  Summary Segment  If your memo is longer than a page, you may want to include a separate summary segment. This segment provides a brief statement of the key recommendations you have reached. This segment may also include references to methods and sources you have used in your research.   02/18/14 Course Coordinator: Ayyaz 7 Qadeer
  8. 8. HOW TO WRITE A MEMORANDUM  Discussion Segments  Include all the details that support your ideas. Begin with the information that is most important. Strongest to weakest. Start with most general information to specific or supporting facts. Include the supporting ideas, facts, and research that back up your argument in the memo. Warning:      If this section is inadequate, the memo will not be as effective as it could be. 02/18/14 Course Coordinator: Ayyaz 8 Qadeer
  9. 9. HOW TO WRITE A MEMORANDUM  Closing Segment  Close with a courteous ending Make sure you consider how the reader will benefit from the desired actions  For example, you might say,  "I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any decisions you make." 02/18/14 Course Coordinator: Ayyaz 9 Qadeer 
  10. 10. HOW TO WRITE A MEMORANDUM  Necessary Attachments  Make sure you document your findings or provide detailed information whenever necessary.  You can do this by attaching lists, graphs, tables, etc. at the end of your memo.  Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing 02/18/14 Course Coordinator: Ayyaz 10 Qadeer
  11. 11. HOW TO WRITE A MEMORANDUM 3. Format           The format of a memo follows the general guidelines of business writing. A memo is usually a page or two long, should be single spaced and left justified. it is beneficial to use headings and lists to help the reader pinpoint certain information. Using lists will help you be concise when writing a memo. The segments of the memo should be allocated in the following manner: Header: 1/8 of the memo Opening, Context and Task: 1/4 of the memo Summary, Discussion Segment: 1/2 of the memo Closing Segment, Necessary Attachments: 1/8 of the memo This is a suggested distribution of the material to make writing memos easier. 02/18/14 Course Coordinator: Ayyaz 11 Qadeer
  12. 12. Guidelines Fill in the blanks in the preprinted form.  Place the To, From, and Subject lines at the left margin.  Place the date either to the right, without a head, or at the top of the list with a head (Date:)  Follow each item with a colon and the appropriate information.  Choose a method of capitalization and placement of colons.  Name the contents or main points in the subject line.  Place the names of those people who are to receive copies below the name of the main recipient (usually with the head cc:)  Sign to the right of your typed name. 02/18/14 Course Coordinator: Ayyaz 12 Qadeer 
  13. 13. Sample Memo   See in the books referred See in the handouts provided. 02/18/14 Course Coordinator: Ayyaz 13 Qadeer