Writing a Memo

1. Writing a Memo
Practical Skills for Work and Study
Secondary 6

2. Introduction
 You are going to learn the following things
about memos (memorandum)…
 The purpose
 The format
 The organization
 The language

3. Memo ~ The Basics
 To communicate with people who work in
the same organization – internal
communication
 Greeting (e.g. Dear Mr.XXX) and
complimentary close (e.g. Yours faithfully)
are omitted
 Less formal language

4. Memo ~ The Purpose
 To inform
 Policies
 Meetings
 Updates
 To request action
 Follow-ups
 To build up goodwill

5. Memos ~ The Format
 Letterhead
 Name of the organization (e.g. School of English
for Business)
 “Memorandum” / “Memo”
 Receiver
 “To:…”
 Name + “,” + Position
 E.g. Mr. Kingswick, Course Coordinator

6. Memo ~ The Format
 Sender:
 “From:…”
 Name + “,” + Position
 Date
 Reference no. / Filing Index:
 For documentation / filing
 Initials of the sender / Date
 E.g. BC/19/11/89 (Written by Barnsby Campbell on 19
November 1989)
 Easy reference when writing a reply
 Subject:
 Mainly noun phrases
 E.g. Lesson Plans for 28 November lecture

7. Memo ~ The Organization
 Simple ideas: keep everything in one paragraph
 Complicated ideas
 Organized in logical order
 Introduction: the aim of writing the memo
 “I am writing here to draw your attention to…”
 “With reference to…, I would like to…”
 Body: explain the ideas in details
 Conclusion: sum up the ideas + ask for actions
 “Please finish this no later than…”
 “Would you please…?”

8. Memo ~ The Language
 Straightforward + concise
 Use the active voice
 Write in 1st person
 “I cannot accept your proposal”
 Use action verbs instead of phrases
 X OK: “We made a payment of $15,000”
 OK: “We paid $15,000.”

9. Memo ~ The Language
 Avoid too much transitional phrases
 “in view of” / “in spite of” / “in event of”
 X OK: “In view of the likelihood (possibility) that
the local market…”
 OK: “Since the local market is likely to…”

10. Exercise ~ Task 2
 Make the sentences more straightforward
so that they can be used in the memo…
1. We have come to the decision that it is not
possible for our company to accept the offer.
 We have decided that our company cannot
accept the offer.

11. Exercise ~ Task 2
2. In view of the fact that we will lose a big
contract next year, we have to cut expenses.
 Since we will lose a big contract next year, we
have to cut expenses.
3. We find the quality of the samples to our
satisfaction but the design will have to be
changed.
 We find the quality of the samples satisfactory
but the design will have to be changed.

12. Memos ~
Ways to Make Reading Easier
 Underlining
 Underline the keywords to attract attention
 Specific details are important (e.g. reminder of a meeting)
 e.g. All members should arrive at Central
Station before 9:00 am to make
arrangements.
 “All members”: People who are members should follow
this instruction
 “Central Station”: The specific location
 “before 9:00am”: Be punctual

13. Memos ~
Ways to Make Reading Easier
 Numbering
 Number the paragraphs or points
 To show the steps (usually instructions)
 Sample (Task 3)
 Tabulating
 Presenting statistics and figures
 Placed in the middle
 Sample (Page 5)

14. Exercise ~ Task 3
 Underline the keywords in each
instruction:
1. Take / seriously
2. Move / at once
3. Don’t / retrieve belongings
4. Report / foremen

15. Memos ~ Assignments
 Assignment 3:
 Mr. J. Mendels, the Personnel Manager of International
Trading Company Ltd. has to issue a memo to all the staff
to clarify the granting of annual leave in the coming year.
He has jotted down some notes in his note book. You are
his secretary. Write out the memo in his name, using both
numbering and tabulating to facilitate reading. Use
JM/15/12/94 as the filing index.
 Marking scheme:
 27 marks
 Content:?? / Language: 3 marks / Presentation: 3 marks

16. Start working
on it…