Memo writing is used to make requests or announcements within a business in a concise format. A memo should be structured with a heading including "To", "From", and "Date" fields followed by a short introduction, the main points or purpose, and a concluding call to action. Memos are typically one page or less and use headings, lists, and a clear structure to communicate the key information in an easy-to-read format. Proper editing is important to ensure the memo effectively conveys the intended message.

1. Presentation By: Umer Farooq , Waleed Ansari
MTN: 22-13422
Department: ADP-IT
Subject: Communication skills
Topic: Memo writing
Presentation To: Maam Amna saleem

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

3. Purpose for using a memo writing
o The purpose for using a memo is to make requests or announcements.
o 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)
o 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.

4. Structure of Memo writing
o As with all business correspondence, learning how to write a memo involves proper
structure including specific formatting and length.
o Memos are generally concise and consist of a page or less. Avoid rambling. It
destroys the memo's effectiveness.

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

6. Length of memo
o 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.
o In such cases, the memo serves as a cover letter.

7. What to include in the Heading
o The heading includes important particulars including who is receiving the memo.
o TO: Who the memo is being sent to. This includes TO: followed by name(s) and title(s)
o FROM: Who the memo is from. Place your initials next to your name as your
official "signature."
o DATE: The date the memo is sent.

8. Memo Heading
Your Name YourAddress
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

9. 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.

10. Edit before you send your memo
• While a memo is used as a primary form of correspondence within a business, editing is still a
critical step. Be sure to proofread your memo before it is sent out check that it is not only
professional but says what you want to convey.

11. Why write a Memo
⦿ Most business memos are written for one of three purposes:
o Persuading readers to do something
o Communicating a directive
o Providing technical information