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Writing a Memorandum            Business Communication and Report WritingSlides By Rana Usman SattarStudent Of BBA(Hons)PM...
MemorandumA memorandum isconsidered “inside”correspondence.It is written to someonein your company.
Advantages of MemosMemos are:  Quick  Inexpensive  Convenient  A Written Record
MemorandumA memo is less formal than a letter.It usually conveys one idea and is likely to beshort.Effective memos are cle...
Purposes of MemosTo InquireTo InformTo ReportTo RemindTo TransmitTo Promote Goodwill
Questions   You should be able to answer several   questions regarding your memo:1. Exactly why are you writing the memo?2...
Check Your MemoIs is easy to find the main   Have you removedpoint?                        unnecessary words?Would it help...
MemosA memo should bedesigned to get yourmessage across quickly.Busy people do not wantto waste time readingunnecessary in...
Organization of the MemoStatement of PurposeMessageStatement of FutureAction
Special Formatting and               Mechanical TechniquesUse enumerations to listimportant itemsUse solid capitals andcen...
Special Formatting and                 Mechanical TechniquesUse underlining and sideheadings to show naturalbreaksUse bull...
Important “Nevers” in                      Memo WritingNever write memos or any othercommunications which areunnecessary.N...
Important “Nevers” in                         Memos WritingNever write rude, blunt,or thoughtless memos.Never send memos t...
Important “Nevers” in                       Memos WritingNever waste space withunnecessary introductorymaterial.– Plunge i...
Important “Nevers” in                      Memos WritingNever use a closing lineor a signature in amemo.
BASIC PARTS OF A MEMOTO:FROM:DATE:SUBJECT:Body of the memorandum—single spacedReference initials
MemoMake sure the memo isClearConciseCorrectConcreteComplete
MemosMake sure thememorandum isWell placedHas correct punctuationand spelling
MemosBe sure the memoStates the purpose clearlyPresents message effectivelyUses a courteous toneGives reader complete, acc...
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Writing a memorandum

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Writing a memorandum

  1. 1. Writing a Memorandum Business Communication and Report WritingSlides By Rana Usman SattarStudent Of BBA(Hons)PMAS Arid Agriculture University RawalpindiGmail: ranaa.usman@gmailFacebook: usman.shan86@yahoo.com
  2. 2. MemorandumA memorandum isconsidered “inside”correspondence.It is written to someonein your company.
  3. 3. Advantages of MemosMemos are: Quick Inexpensive Convenient A Written Record
  4. 4. MemorandumA memo is less formal than a letter.It usually conveys one idea and is likely to beshort.Effective memos are clearly written with theobjective stated in the first sentence.
  5. 5. Purposes of MemosTo InquireTo InformTo ReportTo RemindTo TransmitTo Promote Goodwill
  6. 6. Questions You should be able to answer several questions regarding your memo:1. Exactly why are you writing the memo?2. Is the person you are writing to in a position to make a decision?3. Do you state your objectives immediately?
  7. 7. Check Your MemoIs is easy to find the main Have you removedpoint? unnecessary words?Would it help to Is your memo filled withunderline, indent, or technical jargon?bullet the main points? Is it positive?Does your memo have Does it “step onplenty of white space for anyone’s toes”?easy readability?
  8. 8. MemosA memo should bedesigned to get yourmessage across quickly.Busy people do not wantto waste time readingunnecessary information.
  9. 9. Organization of the MemoStatement of PurposeMessageStatement of FutureAction
  10. 10. Special Formatting and Mechanical TechniquesUse enumerations to listimportant itemsUse solid capitals andcentering to emphasize animportant detailUse columns with headingsto make reading andunderstanding easier
  11. 11. Special Formatting and Mechanical TechniquesUse underlining and sideheadings to show naturalbreaksUse bullets to emphasizeseveral pointsUse boldface and italics whenappropriateUse color coding to attractattention
  12. 12. Important “Nevers” in Memo WritingNever write memos or any othercommunications which areunnecessary.Never write complicated, hard-to-understand memos. Keep them simple and to the point.
  13. 13. Important “Nevers” in Memos WritingNever write rude, blunt,or thoughtless memos.Never send memos thathave typos, misspelledwords, or grammaticalerrors.– They are a poor reflection on you!
  14. 14. Important “Nevers” in Memos WritingNever waste space withunnecessary introductorymaterial.– Plunge in!Never leave outnecessary detailscausing people to haveto follow up withquestions.
  15. 15. Important “Nevers” in Memos WritingNever use a closing lineor a signature in amemo.
  16. 16. BASIC PARTS OF A MEMOTO:FROM:DATE:SUBJECT:Body of the memorandum—single spacedReference initials
  17. 17. MemoMake sure the memo isClearConciseCorrectConcreteComplete
  18. 18. MemosMake sure thememorandum isWell placedHas correct punctuationand spelling
  19. 19. MemosBe sure the memoStates the purpose clearlyPresents message effectivelyUses a courteous toneGives reader complete, accurate detailsConcludes appropriately

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