Writing a Memorandum Business Communication and Report WritingSlides By Rana Usman SattarStudent Of BBA(Hons)PMAS Arid Agriculture University RawalpindiGmail: ranaa.usman@gmailFacebook: firstname.lastname@example.org
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 clearly written with theobjective stated in the first sentence.
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?
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?
MemosA memo should bedesigned to get yourmessage across quickly.Busy people do not wantto waste time readingunnecessary information.
Organization of the MemoStatement of PurposeMessageStatement of FutureAction
Special Formatting and Mechanical TechniquesUse enumerations to listimportant itemsUse solid capitals andcentering to emphasize animportant detailUse columns with headingsto make reading andunderstanding easier
Special Formatting and Mechanical TechniquesUse underlining and sideheadings to show naturalbreaksUse bullets to emphasizeseveral pointsUse boldface and italics whenappropriateUse color coding to attractattention
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.
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!
Important “Nevers” in Memos WritingNever waste space withunnecessary introductorymaterial.– Plunge in!Never leave outnecessary detailscausing people to haveto follow up withquestions.
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