Writing a-memo in communication writing & skills by Muzammal Munier Matyana

1. writing-a-memo
by
Muzammal Munier Matyana

2. A memo is:
 a hard-copy (sent on paper) document
 used for communicating inside an organization
 usually short
 contains To, From, Date, subject Headings, and Message sections
 does not need to be signed, but sometimes has the sender's name
at the bottom to be more friendly, or the sender's full name to be
more formal. If in doubt, follow your company style.


3. Why write memos?
 Memos are useful in situations where e-mails or
text messages are not suitable. For example, if
you are sending an object, such as book or a
paper that needs to be signed through internal
office mail, you can use a meno as a covering
note to explain what the receiver should do.

4. Overview: The 5 steps
 Read the question - What is my task?
 Decide on layout
 Constructing content (paragraphs, styles),
 Organise content (sequence)
 Check your memo for mistakes.

5. Step 1: What is my task?
 Read the question carefully and find out
what you have been asked for
 There must not be any irrelevant
information in your memo
 Write answers that are closely related to
the question you have been asked by the
sender.


6. Step 2: The Layout
 First write "Memo" as your title in the
middle on top of your page
 Include "To" (who should get the memo?)
 "From" (who sent the memo?),
 Subject (what is the memo about?), Date
.

7. Format:

8. Step 3: The Content
 Memos are meant to be read quickly
 Therefore, content has to be concise but
precise in its message
.

9. Step 4: Organizing content
 How can you order your items so they
convey a logical and precise message
 Could you link key points together?
 Which points should come first, which last?
 What should be first and others paragraph
about?

10. : Format of the Memo
 ► Paragraphing
 Font size and style
 Space between lines
 Listings
 Other graphic devices
 Enclosing something (more adequate for
letters)


11. Step 5: Checking your letter
 Check with the task: All relevant points are
 written? In a logical order?
 is style and tone appropriate?
 Is the layout ok?
 Can it be read "fluently"?
 Use dictionary: spelling, grammar
 Have I copied names, addresses etc.
correctly?

12. Format of Minutes of Meeting
A minutes of meeting normally includes the
following elements −
 Name of the company − to the top-left of
the page.
 Date − to the top-right of the page.
 Topic − after two return keys; Center-
aligned.

13.  Attendees − Name and designation (2
columns of a table).
 Absentees − name, roles, reasons for
absenteeism. (3 columns)
 Agenda at hand − topic to be discussed.
 Issues raised − along with the names of
the speakers.
 Suggestions − made along with the names
of the speakers.
 Decision − the outcome of the meeting

14. Example - Minutes of Meeting

15. Cont…

16. ThAnK YoU