Memo

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• Memorandum is the Latin word for “something to be remembered”

• Memos are brief in-house correspondence sent up and down the corporate ladder

• They can be on paper or sent through e-mail

WHAT IS A MEMORANDUM

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Memos are written messages sent among people working in the same company. Memos can be written for a number of reasons :

Inform staff about decisions/actions/events.

Request information / action /events.

Remind staff of action needed/procedures/changes in policy.

Provide information on work related topics.

Memos are written messages sent among people working in the same company. Memos can be written for a number of reasons :

Inform staff about decisions/actions/events.

Request information / action /events.

Remind staff of action needed/procedures/changes in policy.

Provide information on work related topics.

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CONTENT

Memos generally deal with only Memos generally deal with only one one subjectsubject. .

For two unrelated subjects, write two For two unrelated subjects, write two different memos.different memos.

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CONSTRUCTING MEMOS

What is the Reason for Writing?

Who is your Audience?

Can be low-tech, high-tech or multiple

Better to provide a parenthetical definition with terms.

What response do you expect from your Audience?

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The language you use in your memo will mainly depend on

your position,the position of the reader the subject matter.

The general rule is to “keep it short and simple”.

The language you use in your memo will mainly depend on

your position,the position of the reader the subject matter.

The general rule is to “keep it short and simple”.

LANGUAGELANGUAGE

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STYLE & TONE

• controlled by the audience within your company– Casual tone

• When writing to a co-worker whom you know well

– Formal tone• When writing to a managerRemember that your employer and co-

workers deserve the same clear and concise writing

that your customers do

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DateDate – – In official memos ,write In official memos ,write full date while in unofficial full date while in unofficial memo, it is acceptable to use memo, it is acceptable to use short forms short forms e. g. Official : 7 March 2009e. g. Official : 7 March 2009

Unofficial : 7-3-2009Unofficial : 7-3-2009

DateDate – – In official memos ,write In official memos ,write full date while in unofficial full date while in unofficial memo, it is acceptable to use memo, it is acceptable to use short forms short forms e. g. Official : 7 March 2009e. g. Official : 7 March 2009

Unofficial : 7-3-2009Unofficial : 7-3-2009

WRITING DATES IN MEMOSWRITING DATES IN MEMOS

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ORGANIZATIONAL MARKERS

• Headings– Organize your work and make

information easy for readers to follow• Numbered or bulleted lists

– Help readers see comparisons and contrasts readily

• Underlining or boldfacing– Emphasizes key points. Do not overuse

this technique; draw attention only to main points and those that contain summaries or draw conclusions

Heading

Bulleted List

Underlining

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MEMO FORMAT

• Some companies use a standard form while others have their memo printed on their letterheads

• The memo may be on a half sheet or a full sheet

• Basically, the memo consists of two parts– The identifying information at the top– The message itself

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TO:

FROM:

DATE:

SUBJECT:

MEMO FORMAT

If your memo is going to more than one reader, make sure you list them in the order of their status in your company

Write your name (and job title, if necessary for the reader.) You may write your initials after your typed name to verify the memo comes from you

Give the full calendar date

This serves as the title line of your memo. Summarize your message/purpose precisely

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MEMO WIZARDS & TEMPLATES

• MS word provides three different templates – Elegant– Professional– Contemporary

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FIVE PARTS OF A MEMOTo:

From:

Date:

Re:

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PART ONE : TOTo: Mrs. Sharon Jones, Supervisor

From:

Date:

Re:

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PART TWO: FROMTo:

From: Dianna Moreno, Bookkeeper DM

Date:

Re:

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PART THREE: DATETo:

From:

Date: March 2, 2007

Re:

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PART FOUR: SUBJECTTo:

From:

Date:

Re: Acceptance of Retirement Party Invitation

Subject= Focus + TopicSubject= Focus + Topic

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PART FIVE: INTRO + DISCUSSION

To: Mrs. Jones, Supervisor

From: Dianna Moreno, Bookkeeper DM

Date: March 2, 2007

Re: Acceptance of Retirement Party Invitation

My husband and I will be able to attend Mr. Tran’s retirement party on April 21. We will bring potato salad.

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PART SIX: CONCLUSIONTo: Mrs. Jones, Supervisor

From: Dianna Moreno, Bookkeeper DM

Date: March 2, 2007

Re: Retirement Party

My husband and I will be able to attend Mr. Tran’s retirement party on April 21. We will bring potato salad.

Call me if you have questions: (714) 555-7355.