2. Memos
By definition
A memo is a document typically
used for communication with in
organization. Memos con be as
formal as a business letter and to
present a report
3. What are memos?
Memos are internal documents that, for
example:- announce policies, disseminate
information, delegate responsibilities,
instruct employees, and report results.
They provide a record of decisions made
and actions taken.
Managers use memos to inform and
motivate employees
4. Uses of Memos
To give information to someone
To issue an instruction
To request for help
To give suggestions
Reminders
5. The layout
1) First line the world “memo”(as a title in
the middle on top of page.)
2) Include “TO”(who should get the
memo?)
3) “From”(who sent the memo?)
4) “Subject”(what is the memo about?)
5) Date
12. Steps-Plan for writing memos
1: Read the question – What is my task?
2: Decide on layout
3: Identify key facts
4: organise content (sequence)
5: constructing content (paragraphs,
styles?)
6: write your memo
7: check your memo for mistakes
13. Writing memos: The layout
First write “Memo” as your title in the
middle on top of your page.
Include “To” (who should get the memo?)
“From” (who sent the memo?)
Subject (what is the memo about?)
Date
15. Content
Memos are meant to be read quickly.
Therefore, content has to be concise but
precise in its message.
Mark and note down the important key
facts in situation and task – at the
moment there is no need to order the
items.
16. Organizing content
How can you order your items so they
convey a logical and precise message?
Could you link key points together?
Which points should come first, which
last?
17. Format of memo
Paragraphing?
Font?
Space between lines?
Listings?
Other graphic devices?
Enclosing something? (more adequate for
letters)
18. Checking your memo
Check with the task: All relevant points
are written? In a logical order?
Is style and tone appropriate?
Is the layout ok?
Can it be read “fluently”?
Use dictionary: spelling, grammar
Have I copied names, addresses etc.
correctly?
19. Some types of memos
Persuasive memo
Directive memo
20. Persuasive memo
In a persuasive memo you must
constantly keep your reader’s feeling in
mind. Consider how the person will react
to what you are saying. What would
convince him or her most readily ? How
much should you rely on logic, and how
much should you appeal to emotion?
21. Directive memo
A directive memo states a policy or
procedure you want the reader or
co-worker to follow. The length of the
memo depends on how much space is
required to properly explain the procedure
22. Advantages of business memos
Time saving
Simple
No formalities
Specific
Less costly
23. Disadvantages of business memos
Limited scope
Lack of secrecy
Not suitable for external communication
