MEMO WRITING

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MEMO WRITING

  1. 1. Internal Communication (written) Memorandum Office order Office circular Office note Correspondence with Branch Offices
  2. 2. MEMO AND MEMO REPORTS Memos are brief written communication of internal correspondence. Memo format reports are called Memo Reports.
  3. 3. Uses of Memo <ul><li>To provide information </li></ul><ul><li>To issue an instruction </li></ul><ul><li>To convey a policy decision </li></ul><ul><li>To offer suggestions </li></ul><ul><li>To record/report an agreement </li></ul><ul><li>To use as a written record </li></ul>
  4. 4. Other functions <ul><li>To issue instruction to the staff </li></ul><ul><li>To communication policy changes to the staff </li></ul><ul><li>To give/seek suggestion </li></ul><ul><li>To request help </li></ul><ul><li>To confirm a decision arrived at an the telephone </li></ul><ul><li>To intimate granting/withdrawing permission to do something </li></ul><ul><li>To seek explanation on matter of conduct </li></ul>
  5. 5. Differences between a Memorandum and a Letter
  6. 6. Structure of Memo <ul><li>To </li></ul><ul><li>From </li></ul><ul><li>Reference </li></ul><ul><li>Date </li></ul><ul><li>Subject </li></ul><ul><li>Introduction </li></ul><ul><li>Discussion </li></ul><ul><li>Conclusion </li></ul><ul><li>Signature </li></ul>
  7. 7. Some types of Memos <ul><li>Persuasive Memo </li></ul><ul><li>Directive Memo </li></ul><ul><li>Technical Memo </li></ul>
  8. 8. Organizational patterns for Memo writing <ul><li>Problem – solution </li></ul><ul><li>Main findings – significance </li></ul><ul><li>Give/request information </li></ul><ul><li>Objective-presentation </li></ul><ul><li>Listing or giving instructions </li></ul><ul><li>Literature-review </li></ul><ul><li>Give Negative news </li></ul>
  9. 9. How to write an effective Memo <ul><li>Three stages in Memo drafting: </li></ul><ul><li>1. Pre-writing : 4Questions </li></ul><ul><ul><li> What ? Who? How? What? </li></ul></ul><ul><li>2. Writing: Systematic order,Enclosures,Photocopies,etc </li></ul><ul><li>3. Review: Edit for Clarity, Accuracy and Brevity </li></ul>
  10. 10. OFFICE ORDER <ul><li>Contains directions or instructions, which are required to be complied with by the recipient. In case of non-compliance of office orders, disciplinary action may b e initiated. </li></ul><ul><li>Transfers, extension of probation period, distribution of work, etc. </li></ul>
  11. 11. OFFICE CIRCULAR <ul><li>Is a form of a letter addressed to all office branches or departments of a company and is drafted in such a way that the information is useful and understandable to all concerned. </li></ul>
  12. 12. Difference Being unsolicited is persuasive in approach with emphasis on You attitude and an appealing format. Usually brief and precise. It is an unsolicited communication sent to customers/suppliers. It is an intra-office communication which seeks to bring to notice important matters of the organization. Letter conveying some information from a businessman or organization to a large number of customers and /or suppliers. A letter or a memorandum addressed to a number of persons or intended for general circulation in the organization. Circular Letter Office Circular
  13. 13. OFFICE NOTES <ul><li>Noting is the way by which an employee gives his suggestion or decision. This is widely spread in public sector enterprises. </li></ul><ul><li>A note may consists of a summary of all relevant papers, a statement or analysis. </li></ul>

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