Memos are brief, informal documents used internally to communicate important information within a company. They must follow the company's protocols for format, style, tone, and distribution. Memos can make announcements, provide instructions, clarify policies/procedures, and request or suggest actions. The format includes fields for to, from, date, and subject lines. Memos balance being timely, professional, and tactful while reflecting the company's image.

1. MEMOS

2. MEMOS
 Records information of immediate importance
 Brief, informal, but can contain official announcements
 Used in-house
 Format can be used with reports and proposals
 Must follow company’s protocol
 Timely
 Send to the right people only
 Follows audience, style & tone

3. FUNCTIONS OF A MEMO
 Make an announcement
 Provide instructions
 Clarify a policy, procedure or issue
 Changes a policy or procedure
 Alerts employees to a problem or issue
 Offers general information
 Provides a brief summary
 Makes a request
 Offers a suggestion or recommendation
 Provides a record of an important matter
 Confirms an outcome
 Calls a meeting

4. MEMOS: EMAIL vs. HARD COPY
 Hard copy should be sent when the memo contains
confidential information that you do not want to risk being
seen by the wrong person.

5. Memo Protocol and Company
Politics
 Reflect a company’s image
 Must be timely
 Must always be timely, professional and tactful
 Most companies have their own memo protocol
 Don’t send a memo to someone who doesn’t need it

6. MEMO FORMAT
• Must include the following fields
• TO line
• FROM line
• Date line
• Always write out the date. July 1, 2010 NOT 07/01/10.
• Subject line
• Be as accurate and specific as possible
• Do NOT include a greeting or closing

7. SAMPLE MEMO HEADER
MEMORANDUM
TO: Ashley Supinski
FROM: John Smith
DATE: July 1, 2010
SUBJECT: Parking Privileges for Seniors

8. Questions Your Memo Must
Answer
 When?
 Who?
 Where?
 Why?
 Costs?
 Technology?
 What’s next?

9. Style & Tone
 Audience will determine the memo’s style and tone
 Co-Worker: Casual, Conversational, Friendly & Cooperative
 Manage: More formal. Respectful, even official, posture

10. Memo Organization
 Introduction
 Body (Discussion)
 Conclusion
 Organizational Markers
 Headings
 Numbered/Bulleted Lists
 Underlining/Boldfacing

11. Blogs

12. What They Are/Do
 Evolving website or daily newspaper
 Managers and employees write short articles
 Posts are short, conversational articles giving readers current
and relevant news/information
 Posts are generally only a few paragraphs long and written 2-
3 times a week

13. Blogs are Interactive
 Allow for a group conversation
 Interaction is the key to the blog’s success
 Blogs need to:
 Attract readers
 Build relationships
 Promote and market products or services
 Respond to suggestions

14. Types of Blogs
 Internal
 Designed exclusively for use in-house
 External
 Essential marketing and public relations tools in the world of e-
commerce

15. Guidelines for Writing Business
Blogs
 Use the right tone to attract readers
 Follow the company protocol
 Target your audience
 Make your blog persuasive
 Write concisely and sincerely
 Document your sources, including visuals