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Memorandum sergelen (1)
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Memorandum sergelen (1)

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  • 1.  Introduction Types of memo Typical components Format Recommendations Sample
  • 2.  A memo is a no-nonsense professional document, designed to be read quickly and passed along rapidly
  • 3.  Header Purpose Summary Discussion Action
  • 4.  The header is compact block of information at the top of a memoMemo to: SICT English class studentsFrom: B.SergelenDate: 2012.10.17Re: Writing memos
  • 5.  Immediately state your reason for writingExample: “ I am writing to provide you with recommendations on…”
  • 6.  Should be mini version of the memo, so put all your important information upfront in summary
  • 7.  This section should include sufficient background information
  • 8.  You should finish with a clear call for action. Should encourage cooperation
  • 9.  Paragraph formats Segment allocation Format for hard copy memo
  • 10.  Block format Modified format
  • 11.  Header- 1/8 of the memo opening Context and task- ¼ of the memo summary Discussion segment- ½ of the memo closing segment Necessary attachments- 1/8 of the memo
  • 12. -Leave 2 top margin-Set side margin at 1 or ¼ inches-Leave blank line between the heading guide words-Align the information following the headings-Leave 2 blank lines between subject and the first line of the memo-Graphic highlights
  • 13.  Directive Memos Response Memos Trip Report Memos Field/Lab report Memos
  • 14.  States policy or procedure Should have clear purpose
  • 15.  Provide desired information Usually has 5 parts: › Purpose › Statement › Summary › Discussion › Action
  • 16.  Usually sent to a supervisor after an employee returns from a business venture
  • 17.  Used to report on inspection or procedure Structure › Purpose of Memo › Summary › Problem – leading to the decision to perform the procedure methods
  • 18.  Important Information Clarity Careful Arrangement Neatness Paragraphs must always be numbered Give Background information Write in a polite, undemanding, personal tone. Clearly state deadline or time frame
  • 19. Memo To: Department Heads From: Peter Johnson Date: December 10,2011 Subject: Annual Bonus leave for employees with Outstanding PerformanceStarting January 1st we will introduce the following modification for our company policy with regard to annual leave. Every year one employee from each department will be awarded special annual bonus leave for outstanding performanceThe eligible employee will have additional 5 days of annual leave credited on January 15th. The bonus leave will be accounted for separately and will remain available until used.We will have a meeting on December 15th at 10:00 a.m to discuss the results of the 2011 performance evaluation. The announcement to the employees will follow the meeting. If you have any questions or comments please let me know before the meeting.
  • 20. Thank you for your attention