Its Memo presentation very useful for learning.

1. Memo Writing
Numan Ilyas
15034198-057

2. WHAT IS A MEMO?
 Memo is Latin word
described from “memo
rare” means
“remainder”
 A memorandum is
considered “inside”
correspondence.
 It is written to someone
in or out your company.

3. WHAT IS A MEMO?
 Memo writing is something of an art form. A letter is not a
memo, nor is a memo a letter.
 A memo is a short, to the point communication
conveying your thoughts, reactions or opinion on
something.
 A memo can call people to action or broadcast a bit of
timely news.
 With memo writing, shorter is better. (but you still NEED
to get your point across)

4. PURPOSE FOR USING A MEMO FORMAT
 The purpose for using a memo is to make requests
or announcements.
 A copy of the memo is sent to everyone directly
affected by the news it bears, and the final
paragraph of the memo should clearly spell out
what each person is expected to accomplish in
relation to the memo. (The Call to Action)
 It may be as simple as notifying a team that a
meeting time has been changed with a final
paragraph reminding them to mark their calendar.

5. PURPOSES OF MEMOS
 To Inquire
 To Inform
 To Report
 To Remind
 To Transmit
 To Promote Goodwill

6. ADVANTAGES OF MEMOS
Memos are:
 Quick
 Inexpensive
 Convenient
 A Written Record

7. STRUCTURING YOUR MEMO
 As with all business correspondence, learning how
to write a memo involves proper structure including
specific formatting and length.
 Memos are generally concise and consist of a page
or less. Avoid rambling. It destroys the memo's
effectiveness.

8. STRUCTURING YOUR MEMO
 The structure should be easy-to-read and designed
in such a way that the main points can be easily
spotted.
 To accomplish this it is beneficial to use headings
and lists rather than paragraphs where possible.
 Headings should be short, and should clarify what
to expect in the text following each heading.

9. LENGTH OF MEMO
 If the information you plan to send is longer than a
page, it may be better to consider sending the
additional information as an attachment or a
separate document.
 In such cases, the memo serves as a cover letter.

10. MEMO STRUCTURE
 A general guide for is as follows:
 Header and Closing: Total of 1/4 of the memo total
length
 Opening and explanation of task or announcement:
1/4 of the memo
 Summary and discussion: 1/2 of the memo

11. WHAT TO INCLUDE IN THE HEADING
 The heading includes important particulars including
who is receiving the memo. This may include a line of
primary recipients as well as a CC line for those who
should be informed but who do not have to take action.
 TO: Who the memo is being sent to. This includes TO:
followed by name(s) and title(s)
 FROM: Who the memo is from. Place your initials next
to your name as your official "signature."
 DATE: The date the memo is sent.
 RE: The subject of or reason for the memo.
 For an E-mail memo, the subject line works as the
memo's subject line. Keep email memo titles short.

12. MEMO HEADING
 Your Name
Your Address
Your Town, Your State Zip Code/Postal Code
 Memo
 To: Name(s) of recipients
CC: Name(s) of people receiving carbon copies
From: Name of sender
Date: Month, day, year
 Re: Need for New Memo Format

13. BODY OF THE MEMO
The body of the memo will include three components:
 Introduction: This is usually a short paragraph of two or
three sentences that lets people know the reason for the
memo.
 Recommendations or Purpose: This section gets to the
meat of the message using key points, highlights, or
conclusions. This may include facts, statistics, examples
and reasons for the memo.
 Conclusion: The conclusion will make it clear what
action needs to be taken and when it needs to be
completed or reiterates the timely news included in the
memo.

14. WHY WRITE A MEMO
 Most business memos are written for one of three
purposes:
 Persuading readers to do something
 Communicating a directive
 Providing technical information

15. PERSUASIVE MEMO EXAMPLE
Your Name
Your Address
Your Town, Your State Zip Code/Postal Code
Memo
To: Name(s) of recipients
CC: Name(s) of people receiving carbon copies
From: Name of sender
Date: Month, day, year
Re: Need for New Memo Format
I've noticed we don't seem to be able to communicate important changes,
requirements and progress reports throughout the company as effectively as we
should. I propose developing one consistent memo format, recognizable by all
staff as the official means of communicating company directives.
While I know this seems like a simple solution, I believe it will cut down on
needless e-mail, improve universal communication and allow the staff to save
necessary information for later referral. Please talk among yourselves to
determine the proper points of memo writing and return the input to me by 12
p.m. on September 30. I will then send out a notice to the entire staff regarding
the new memo format.
Thank you for your prompt attention to this matter.

16. DIRECTIVE MEMO EXAMPLE
Your Name
Your Address
Your Town, Your State Zip Code/Postal Code
Memo
To: All Staff (or names of specific recipients)
From: Name of sender
Date: Month, day, year
Re: New Memo Format Effective June 1
In order to make interoffice communication easier, please adhere to the following
guidelines for writing effective memos:
•Clearly state the purpose of the memo in the subject line and in the first paragraph.
•Keep language professional, simple and polite.
•Use short sentences.
•Use bullets if a lot of information is conveyed.
•Proofread before sending.
•Address the memo to the person(s) who will take action on the subject and CC
those who need to know about the action.
•Attach additional information; don't place it in the body of the memo if possible.
Please put this format into practice immediately. We appreciate your assistance in
developing clear communications. If you have any questions, please don't hesitate to
call me.
Thank you.

17. TECHNICAL MEMO EXAMPLE
Your Name
Your Address
Your Town, Your State Zip Code/Postal Code
Memo
To: Name(s) of recipients
From: Name of sender
Date: Month, day, year
Re: Update on the T-12 Phase Three testing
As we enter Phase Four of the T-12 testing, I wanted to
provide a progress overview of the Phase Three testing.
The body of the memo might include two-four paragraphs
outlining the purpose of the memo. If this is a longer memo,
each paragraph will have a subhead to help guide the reader
through the document.
Finally, the writer includes a summary paragraph, which
features bullets highlighting the main points of each previous
paragraph, and concludes the memo with a stated action
required by the reader or writer.

18. OTHER TYPES OF MEMO
1. Request Memo
2. Confirmation Memo
3. Periodic report memos
4. Ideas and Suggestions Memo
5. Informal Study Results Memo

19. REQUEST MEMO
THE OBJECTIVE OF A REQUEST MEMO IS TO GAIN A FAVORABLE RESPONSE TO A REQUEST.
THE MEMO MUST BE WRITTEN IN A CONVINCING WAY


20. CONFIRMATION MEMO
 A confirmation memo is designed to confirm in writing something that has
been agreed to verbally. Consider, for example, the sales manager who
promises to provide sales coverage to six more cities if the general manager
provides him with three additional salespeople.

21. PERIODIC REPORT MEMOS
 Monthly cost control reports, quarterly sales reports – are submitted at
regular intervals.
 Since these memos are written frequently, they are designed and preprinted
so that the writer can complete them quickly.

22. IDEAS AND SUGGESTIONS MEMO
 Sometimes memos are used to convey ideas or suggestions. Very often
managers ask subordinates for suggestions for tackling certain problems. In
such instances, an ideas and suggestions memo is required.
 Follow the guidelines listed below for writing this type of memo:
 Write directly – the manager would not have asked for ideas unless he
thought the writer had something to offer.
a) Begin with positive comments about the current situation (no one
likes to be shot down), and then tactfully present suggestions for change.
b) Group ideas according to subject and use headings to highlight them.

23. 

24. INFORMAL STUDY RESULTS MEMO
 Organizational personnel are sometimes asked to write the results of
an informal study in a memo. The objective of the message is to
present the information in an easy-to-read, understandable form. To
this end, follow the guidelines listed below:
 a. State the purpose at the beginning (and stick to it).
 b. Use headings and sub-headings to make the reading as easy as
possible. Present data in a “Findings” section and interpret it in
another called “Conclusions” (or other similar terms).

25. 