Auditing Students
December 18, 2008
Page 5
MEMORANDUM
TO:
Auditing Students
FROM:
Dr. Grein
DATE:
March 29, 2010
SUBJECT:
Successful Business Memo Writing
This memo's purpose is to explain how to write a business document that successfully conveys a message accurately, concisely, and coherently. This memo will cover the correct memo format first. Then, it will discuss clarity and conciseness, consistency and numbers, passive voice, agreement, and comma usage.
USING CORRECT MEMO FORMAT
Unlike conversations, memos leave a "paper trail," so the company can use directives, inquiries, instructions, requests, recommendations, policies and other reports for future reference. Depending on their purpose, memos can range from a few lines to four or five pages.
Every memo should have a header containing the word (prominently displayed) MEMO or MEMORANDUM followed by the organization's name. Writers usually draft memos on company letterhead.
Following the header are four pieces of information:
TO:
Name and title (the title serves as a record for reference)
FROM:
Your name and title (your initials for verification)
DATE:
(also serves as a chronological record for future reference)
SUBJECT:
Using about five to six words, state the memo's purpose precisely.
This is the most crucial part of the memo. It will determine whether the reader will continue reading. Also, it must accurately represent of the memo's content. A clear subject line helps the reader gauge the memo's importance and helps to make filing by subject easier.
A memo usually begins with a statement of the main idea. Long memos should include appropriate introductions and conclusions. The first line of the introductory paragraph should relate to the subject line. If a reader is not familiar with the subject or with the background of a problem, provide an introductory background paragraph. Doing so is especially important in memos that serve as records for future reference. Additionally, the introductory paragraph should set up the memo's main points as well as state how the memo is organized.
Do not indent the first line of paragraphs. In typical memos (like this one), writers should single space within, and double space between paragraphs. However, for assignments in this class, space and a half is appropriate. That will leave me space to write comments.
Subject headings divide material into manageable segments, call attention to main topics, and signal a shift in topic. Additionally, subject headings provide several entry points into a memo, allowing the reader to skip sections and begin reading sections other than the introduction. In short, their purpose is to help readers locate information quickly.
The body of the memo should follow the method of organization stated in the introductory paragraph. The main points in the body should flow logically and have appropriate transitions and topic sentences.
When the memo exceeds one page, begin all subsequent pages with th ...
Auditing Students
December 18, 2008
Page 5
MEMORANDUM
TO:
Auditing Students
FROM:
Dr. Grein
DATE:
March 29, 2010
SUBJECT:
Successful Business Memo Writing
This memo's purpose is to explain how to write a business document that successfully conveys a message accurately, concisely, and coherently. This memo will cover the correct memo format first. Then, it will discuss clarity and conciseness, consistency and numbers, passive voice, agreement, and comma usage.
USING CORRECT MEMO FORMAT
Unlike conversations, memos leave a "paper trail," so the company can use directives, inquiries, instructions, requests, recommendations, policies and other reports for future reference. Depending on their purpose, memos can range from a few lines to four or five pages.
Every memo should have a header containing the word (prominently displayed) MEMO or MEMORANDUM followed by the organization's name. Writers usually draft memos on company letterhead.
Following the header are four pieces of information:
TO:
Name and title (the title serves as a record for reference)
FROM:
Your name and title (your initials for verification)
DATE:
(also serves as a chronological record for future reference)
SUBJECT:
Using about five to six words, state the memo's purpose precisely.
This is the most crucial part of the memo. It will determine whether the reader will continue reading. Also, it must accurately represent of the memo's content. A clear subject line helps the reader gauge the memo's importance and helps to make filing by subject easier.
A memo usually begins with a statement of the main idea. Long memos should include appropriate introductions and conclusions. The first line of the introductory paragraph should relate to the subject line. If a reader is not familiar with the subject or with the background of a problem, provide an introductory background paragraph. Doing so is especially important in memos that serve as records for future reference. Additionally, the introductory paragraph should set up the memo's main points as well as state how the memo is organized.
Do not indent the first line of paragraphs. In typical memos (like this one), writers should single space within, and double space between paragraphs. However, for assignments in this class, space and a half is appropriate. That will leave me space to write comments.
Subject headings divide material into manageable segments, call attention to main topics, and signal a shift in topic. Additionally, subject headings provide several entry points into a memo, allowing the reader to skip sections and begin reading sections other than the introduction. In short, their purpose is to help readers locate information quickly.
The body of the memo should follow the method of organization stated in the introductory paragraph. The main points in the body should flow logically and have appropriate transitions and topic sentences.
When the memo exceeds one page, begin all subsequent pages with th ...
A great e-book to help develop your basic English language skills, especially if you are a student, working professional, job-seeker.
This e-book covers the following important topics:
- Parts of speech.
- Punctuation.
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This presentation on how to write a cover letter was created as part of my final project for EDU 708 in my educational technology program of studies. It was created for a module on 'Job Preparation' -- I hope you will find it useful!
A great e-book to help develop your basic English language skills, especially if you are a student, working professional, job-seeker.
This e-book covers the following important topics:
- Parts of speech.
- Punctuation.
- Commonly confused words and phrases.
- Tips for filling in a college registration form.
- Learning how to summarise.
- Tips for completing written assignments.
- How to answer exam questions.
- How to write a cover letter when applying for a job.
- How to write a resignation letter.
- How to write e-mails.
This presentation on how to write a cover letter was created as part of my final project for EDU 708 in my educational technology program of studies. It was created for a module on 'Job Preparation' -- I hope you will find it useful!
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Sustainability has become an increasingly critical topic as the world recognizes the need to protect our planet and its resources for future generations. Sustainability means meeting our current needs without compromising the ability of future generations to meet theirs. It involves long-term planning and consideration of the consequences of our actions. The goal is to create strategies that ensure the long-term viability of People, Planet, and Profit.
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2. Introduction
You are going to learn the following things
about memos (memorandum)…
The purpose
The format
The organization
The language
3. Memo ~ The Basics
To communicate with people who work in
the same organization – internal
communication
Greeting (e.g. Dear Mr.XXX) and
complimentary close (e.g. Yours faithfully)
are omitted
Less formal language
4. Memo ~ The Purpose
To inform
Policies
Meetings
Updates
To request action
Follow-ups
To build up goodwill
5. Memos ~ The Format
Letterhead
Name of the organization (e.g. School of English
for Business)
“Memorandum” / “Memo”
Receiver
“To:…”
Name + “,” + Position
E.g. Mr. Kingswick, Course Coordinator
6. Memo ~ The Format
Sender:
“From:…”
Name + “,” + Position
Date
Reference no. / Filing Index:
For documentation / filing
Initials of the sender / Date
E.g. BC/19/11/89 (Written by Barnsby Campbell on 19
November 1989)
Easy reference when writing a reply
Subject:
Mainly noun phrases
E.g. Lesson Plans for 28 November lecture
7. Memo ~ The Organization
Simple ideas: keep everything in one paragraph
Complicated ideas
Organized in logical order
Introduction: the aim of writing the memo
“I am writing here to draw your attention to…”
“With reference to…, I would like to…”
Body: explain the ideas in details
Conclusion: sum up the ideas + ask for actions
“Please finish this no later than…”
“Would you please…?”
8. Memo ~ The Language
Straightforward + concise
Use the active voice
Write in 1st person
“I cannot accept your proposal”
Use action verbs instead of phrases
X OK: “We made a payment of $15,000”
OK: “We paid $15,000.”
9. Memo ~ The Language
Avoid too much transitional phrases
“in view of” / “in spite of” / “in event of”
X OK: “In view of the likelihood (possibility) that
the local market…”
OK: “Since the local market is likely to…”
10. Exercise ~ Task 2
Make the sentences more straightforward
so that they can be used in the memo…
1. We have come to the decision that it is not
possible for our company to accept the offer.
We have decided that our company cannot
accept the offer.
11. Exercise ~ Task 2
2. In view of the fact that we will lose a big
contract next year, we have to cut expenses.
Since we will lose a big contract next year, we
have to cut expenses.
3. We find the quality of the samples to our
satisfaction but the design will have to be
changed.
We find the quality of the samples satisfactory
but the design will have to be changed.
12. Memos ~
Ways to Make Reading Easier
Underlining
Underline the keywords to attract attention
Specific details are important (e.g. reminder of a meeting)
e.g. All members should arrive at Central
Station before 9:00 am to make
arrangements.
“All members”: People who are members should follow
this instruction
“Central Station”: The specific location
“before 9:00am”: Be punctual
13. Memos ~
Ways to Make Reading Easier
Numbering
Number the paragraphs or points
To show the steps (usually instructions)
Sample (Task 3)
Tabulating
Presenting statistics and figures
Placed in the middle
Sample (Page 5)
14. Exercise ~ Task 3
Underline the keywords in each
instruction:
1. Take / seriously
2. Move / at once
3. Don’t / retrieve belongings
4. Report / foremen
15. Memos ~ Assignments
Assignment 3:
Mr. J. Mendels, the Personnel Manager of International
Trading Company Ltd. has to issue a memo to all the staff
to clarify the granting of annual leave in the coming year.
He has jotted down some notes in his note book. You are
his secretary. Write out the memo in his name, using both
numbering and tabulating to facilitate reading. Use
JM/15/12/94 as the filing index.
Marking scheme:
27 marks
Content:?? / Language: 3 marks / Presentation: 3 marks