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Memo

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Memo

  1. 1. 1
  2. 2. WHAT IS A MEMORANDUM • Memorandum is the Latin word for “something to be remembered” • Memos are brief in-house correspondence sent up and down the corporate ladder • They can be on paper or sent through 2 e-mail
  3. 3. Memos are written messages sent among peopleworking in the same company. Memos can bewritten for a number of reasons : Inform staff about decisions/actions/events. Request information / action /events. Remind staff of action needed/procedures/changes in policy. Provide information on work related topics. 3
  4. 4. CONTENT Memos generally deal with only one subject. For two unrelated subjects, write two different memos. 4
  5. 5. CONSTRUCTING MEMOS What is the Reason for Writing? Who is your Audience? Can be low-tech, high-tech or multiple Better to provide a parenthetical definition with terms. What response do you expect from yourAudience? 5
  6. 6. LANGUAGEThe language you use in your memowill mainly depend on your position, the position of the reader the subject matter.The general rule is to “keep it shortand simple”. 6
  7. 7. STYLE & TONE• controlled by the audience within your company – Casual tone • When writing to a co-worker whom you know well – Formal tone • When writing to a manager Remember that your employer and co-workers deserve the same clear and concise writing 7 that your customers do
  8. 8. WRITING DATES IN MEMOS Date – In official memos ,write full date while in unofficial memo, it is acceptable to use short forms e. g. Official : 7 March 2009 Unofficial : 7-3-2009 8
  9. 9. HeadingORGANIZATIONAL MARKERS • HeadingsBulleted List – Organize your work and make information easy for readers to follow • Numbered or bulleted lists – Help readers see comparisons and contrasts readily Underlining • Underlining or boldfacing – Emphasizes key points. Do not overuse this technique; draw attention only to main points and those that contain summaries or draw conclusions 9
  10. 10. MEMO FORMAT• Some companies use a standard form while others have their memo printed on their letterheads• The memo may be on a half sheet or a full sheet• Basically, the memo consists of two parts – The identifying information at the top – The message itself 10
  11. 11. MEMO FORMAT If your memo is going to more than oneTO: reader, make sure you list them in the order of their status in your company Write your name (and job title, if necessaryFROM: for the reader.) You may write your initials after your typed name to verify the memo comes from youDATE: Give the full calendar dateSUBJECT: This serves as the title line of your memo.11 Summarize your message/purpose precisely
  12. 12. MEMO WIZARDS & TEMPLATES • MS word provides three different templates – Elegant – Professional – Contemporary 12
  13. 13. FIVE PARTS OF A MEMOTo:From:Date:Re: 13
  14. 14. PART ONE : TOTo: Mrs. Sharon Jones, SupervisorFrom:Date:Re: 14
  15. 15. PART TWO: FROMTo:From: Dianna Moreno, Bookkeeper DMDate:Re: 15
  16. 16. PART THREE: DATETo:From:Date: March 2, 2007Re: 16
  17. 17. PART FOUR: SUBJECTTo:From:Date:Re: Acceptance of Retirement Party Invitation Subject= Focus + Topic 17
  18. 18. PART FIVE: INTRO + DISCUSSION To: Mrs. Jones, Supervisor From: Dianna Moreno, Bookkeeper DM Date: March 2, 2007 Re: Acceptance of Retirement Party Invitation My husband and I will be able to attend Mr. Tran’s retirement party on April 21. We will bring potato salad. 18
  19. 19. PART SIX: CONCLUSIONTo: Mrs. Jones, SupervisorFrom: Dianna Moreno, Bookkeeper DMDate: March 2, 2007Re: Retirement PartyMy husband and I will be able to attend Mr. Tran’sretirement party on April 21. We will bring potatosalad.Call me if you have questions: (714) 555-7355. 19

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