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1. Memo.pdf

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1. Memo.pdf

  1. 1. Format & Layout of Inter Office Memo
  2. 2. • When information communicated is of less importance, to be used within office (internal communication), specially when communicating with subordinates. • OM is, both, downward and upward communication within a department or organization. • It has limited circulation. • It generally contains instruction / orders of the functional head enforce discipline and clear directions on specific issues according to procedures, systems, rules & regulations. Office Memorandum (Memo):
  3. 3. • Many organizations have memo forms preprinted, with spaces for the recipient’s name or a list of all departments or all persons in a department, the sender’s name, the date, and the subject. • Alternatively, you can use plain paper. Memos - preprinted document
  4. 4. • If using plain paper, include a title such as MEMO or INTEROFFICE CORRESPONDENCE centered at the top of the page or aligned with the left margin. • At the top, also include, the words To, From, Date, and Subject — followed by the appropriate information— with a blank line between, as shown: Memos - preprinted document
  5. 5. MEMO To: From: Date: Subject: Memos - preprinted – left aligned
  6. 6. MEMO To: Date: From: Subject: Memos - preprinted - centered
  7. 7. • When a memo is sent to a long list of people, include the notation: See distribution list or See below or at the top • List names at the end of the memo – alphabetically, except when high-ranking officials deserve more prominent placement. • Memo can be addressed to groups of people: All Sales Representatives, Production Group, New Product Team. Format guidelines - addresses
  8. 8. • You need not use courtesy titles (anywhere) in a memo: first initials and last names, first names, or initials. Format guidelines – Titles
  9. 9. • ‘Subject line’ helps colleagues quickly find out what your memo is about. • ‘Subject’ must be kept short. Format guidelines – Subject Line
  10. 10. • Start the body text on second or third line below the heading • Blank lines between paragraphs are Single-spaced (double-spacing if memo is used). • Important passages, headings, subheadings – same as in letters. Format guidelines – Body
  11. 11. • If the memo carries over to a second page, head the second page just as you head the second page of a letter. Format guidelines – Second page
  12. 12. • Unlike a letter, a memo does not require a complimentary close or a signature, because your name is already mentioned at the top • You may initial the memo —or even sign your name at the bottom (specially involving money or confidential matters). Format guidelines – Writer’s initials
  13. 13. • Treat elements such as reference initials, enclosure notations, and copy notations – same as in a letter. Format guidelines – Other elements
  14. 14. • Memos may be delivered by hand, by post, or through interoffice mail. • Interoffice mail may require the use of reusable envelopes that have spaces for the recipient’s name and department or room number; the name of the previous recipient is simply crossed out. • If a regular envelope is used, the words Interoffice Mail are used Format guidelines – Other elements
  15. 15. • Informal, routine or brief reports for distribution within a company are often presented in memo form. • Do not include report parts such as a table of contents and appendixes. Format guidelines – Other elements

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