I Can Write a Memo

7/30/2019 I Can Write a Memo

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from the Middle English word'memorandus' meaning 'to be

remembered'.


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Introduction

an internal document

that is generally short


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Introduction

focuses on a singletopic


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Introduction

reports information,

makes a request, orrecommends action


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Memos

commonly used inbusinesses


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Memos

sent to colleagues and

co-workers


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Memos

do not require a

salutation or a closurestatement as inBusiness Letters .
http://www.samples-help.org.uk/sample-letters/business-reference-letter.htmhttp://www.samples-help.org.uk/sample-letters/business-reference-letter.htm


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Memorandumsmay be defined as..

A record of something which isdesired to be remembered; a note tohelp the memory.

A brief or informal note in writing of some transaction, or an outline of

an intended instrument; aninstrument drawn up in a brief andcompendious form.


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A short note written as a reminder. A written record or communication,

as in a business office. A business statement made by aconsignor about a shipment of

goods that may be returned.


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A brief, unsigned diplomaticcommunication.

A legal document outlining theterms and details of an agreementbetween parties, including each

parties requirements andresponsibilities.


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Audience and Purpose

twofold purpose: they

bring attention toproblems and they solve problems


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MEMOS accomplish

their goals by 1. informing the readerabout a new information


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2. by persuading the

reader to take an action,such as attend a meeting,or change a currentprocedure


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Regardless of the specific goal,memos are most effective whenthey connect the purpose of the

writer with the interests and needs

of the reader.



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Some Principles

Choose the audience of thememo wisely. Ensure that all of the people that the memo isaddressed to need to read thememo.


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Some Principles

If it is an issue

involving only oneperson, do not send

the memo to the entireoffice.


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Some Principles

Also, be certain that material is

not too sensitive to put in amemo; sometimes the best forms

of communication are face-to-faceinteraction or a phone call.


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Some Principles

Memos are most

effectively used whensent to a small to

moderate amount of people.


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Purpose of a Memo

A memo is used as a written reminder orto convey a short proposal or some basicinformation. A memo format is generally short consisting of between one andfour sentences. A longer format mightconsist of several paragraphs but should

never exceed one-two pages in length. If the information you need tocommunicate exceeds one-two pages itis better to write a report.


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Purpose

Gives busy readersinformation fast


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Purpose

Announce Company

Policy


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Purpose

Makes a requestCAS OCS Ref. No.009/2011

For : All CAS/IPE Faculty Members

From : CAS Office of the College Secretary

Re : CAS Course Evaluation (CASCE) Administration

Date : 20 September 2011

Please be informed that CASCE will be administered to the classes fromSeptember 26 to October 7, 2011. Please get in touch with Ms. Jackie Dellosaat local 334 or e-mail her at [email protected] if there is any problem withthe scheduled survey/s in your class/es.

For your information and action.


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Purpose

Explain a Procedure


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Purpose

Clarify Information


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Purpose

Alerts reader to a

problem


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Purpose

Reminds readers about

a meeting, policy &procedure


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Purpose

To make suggestions


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Purpose

To report on progress


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Parts of the Memo


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Introduction

Intent

Action DesiredE.g. I would like to draw your attention

to the upcoming holiday season.


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Style & Tone of a Memo

Depends on the audience

within the organisationColleagues friendly, cooperativeManagers/Boss- more formal(respect)


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Strategy

Introduction

- Know your reader(s)- Tell readers what

prompted you to write (procedure,

question policy)


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Strategy

Link the first sentence of your memo to your subjectline


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Strategy

Explain briefly any background information thereader needs to know


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Strategy

What kind of actiondesired/expectations


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Body/Discussion

Inform why a problem/procedureis importantIndicate why changes are necessary Give precise dates, times, locationand costs


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Conclusion

Ask readers to call youif they have any

questions


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Conclusion

Request a reply - in writing overthe telephone, via e-mail, or in

person by a specific dateProvide a list of

recommendations that thereaders are to accept, revise or

reject


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How to write a memo

Memos should have thefollowing sections and

content:


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How to write a memo 'To' section containing the name of

the receiver. For informal memos,the receiver's given name; e.g. 'To: Andy' is enough. For more formal

memos, use the receiver's full name. If the receiver is in another

department, use the full name and

the department name. It is usually not necessary to use Mr.,Mrs., Miss or Ms unless the memo is

very formal.


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How to write a memo 'From' section containing the name

of the sender. For informal memos,the sender's other name; e.g. 'From:Bill' is enough. For more formalmemos, use the sender's full name.

If the receiver is in anotherdepartment, use the full name andthe department name.


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A 'Date' section. To avoid confusion betweendifferent date systems, write themonth as a word or an

abbreviation; e.g. 'January' or 'Jan'.
http://elc.polyu.edu.hk/CiLL/eiw/subjectheadings.htmhttp://elc.polyu.edu.hk/CiLL/eiw/subjectheadings.htm


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A Subject Heading .
http://elc.polyu.edu.hk/CiLL/eiw/subjectheadings.htmhttp://elc.polyu.edu.hk/CiLL/eiw/subjectheadings.htm


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The message.Unless the memo is a brief note, a well-organised memomessage should contain the following sections:

Situation - an Introduction or the purpose of the memoProblem (optional) - for example: "Since the move to the new office in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch."Solution (optional) - for example: "Providing a microwave oven inthe pantry would enable staff to bring in their own lunchboxes andreheat their food."

Action - this may be the same as the solution, or be the part of thesolution that the receiver needs to carry out; e.g. "we wouldappreciate it if you could authorise up to $3,000"Politeness - to avoid the receiver refusing to take the action you

want, it is important to end with a polite expression; e.g. "Onceagain, thank you for your support.", or more informally " Thanks.

A S bj t H di
http://elc.polyu.edu.hk/CiLL/eiw/memos.htmhttp://elc.polyu.edu.hk/CiLL/eiw/memos.htmhttp://elc.polyu.edu.hk/CiLL/eiw/memos.htmhttp://elc.polyu.edu.hk/CiLL/eiw/memos.htmhttp://elc.polyu.edu.hk/CiLL/eiw/subjectheadings.htmhttp://elc.polyu.edu.hk/CiLL/eiw/subjectheadings.htm


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A Subject Heading .

The message.Unless the memo is a brief note, a well-organised memomessage should contain the following sections:Situation - an Introduction or the purpose of the memo

Problem (optional) - for example: "Since the move to the new office in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch."Solution (optional) - for example: "Providing a microwave oven inthe pantry would enable staff to bring in their own lunchboxes andreheat their food."

Action - this may be the same as the solution, or be the part of thesolution that the receiver needs to carry out; e.g. "we wouldappreciate it if you could authorise up to $3,000"Politeness - to avoid the receiver refusing to take the action you

want, it is important to end with a polite expression; e.g. "Onceagain, thank you for your support.", or more informally "Thanks".

Signature This is optional.
http://elc.polyu.edu.hk/CiLL/eiw/subjectheadings.htmhttp://elc.polyu.edu.hk/CiLL/eiw/memos.htmhttp://elc.polyu.edu.hk/CiLL/eiw/memos.htmhttp://elc.polyu.edu.hk/CiLL/eiw/memos.htmhttp://elc.polyu.edu.hk/CiLL/eiw/memos.htmhttp://elc.polyu.edu.hk/CiLL/eiw/subjectheadings.htm


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MEMORANDUM

To: General ManagerFrom: Samantha Ng, Office ManagerDate: 8 March 2009Subject: Purchase of a Microwave Oven

1. Introduction At the monthly staff meeting on Thursday, 5 March 2009, you

requested information about the possible purchase of a microwaveoven. I would now like to present these details.2. Background

Since the move to the new office in Kowloon Bay, staff havedifficulty in finding a nearby place to buy lunch.

3. Advantages Providing a microwave oven in the pantry would enable staff tobring in their own lunchboxes and reheat their food. Also, staff members are less likely to return to work late after lunch.

4. Staff Opinion A survey found that staff would like to use the microwave oven.

5 Cost


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5. Cost

6. Request If this meets with your approval, we wouldappreciate it if you could authorize up to $3,000for the purchase of the microwave oven.

Samantha Ng

Brand Model Price

Philip M903 $2,800Sharp 6145X $2,600


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MEMO

The meeting on Saturday, 11 April has beenchanged to Room 101.

To: Health & Safety committee

From: John, chairperson, H & S committee

Date: 8th March 2009

Subject: Room changed for next meeting


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Memo plan

HeaderSubject lineOpening paragraph

Supporting details/explanation

Closing

}

}


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Subject line

Probably the most important part of your memosummarize the intent of your memo, e.g.:

Request for assistance with grant project

Consequences of recent material thefts

specific, concise and to the point


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Opening paragraph

Complete summary of your memoprovide:

contexttask/action/requestsummary of the rest of the memo

Best: put your intent into the first sentence


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Parts of a Memo

Opening segment .State the purpose of the memo and identify the

purpose in three parts; the context of theproblem, the particular assignment, and thepurpose of the memo. Identify the exact reasonfor writing the memo and make it clear to the

reader.


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Supporting details/explanation

Maintain a global structure, such as findings implications action itemsarrange facts in a logical orderdon

t provide more detail than necessary use bullet points where appropriate

B d f M


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Body of Memo Task Segment

One essential portion of a memo is the task statement where youshould describe what you are doing to help solve the problem. If the action was requested, your task may be indicated by asentence opening like,"You asked that I look at...."If you want to explain your intentions, you might say,"To determine the best method of promoting the new fall line, I

will...."Include only as much information as is needed by the decision-makers in the context, but be convincing that a real problemexists. Do no ramble on with insignificant details. If you arehaving trouble putting the task into words, consider whether youhave clarified the situation. You may need to do more planning before you're ready to write your memo. Make sure yourpurpose-statement forecast divides your subject into the mostimportant topics that the decision-maker needs.


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Body of the Memo

Summary segment . This segment should provide a brief statementof important suggestions. This will help thereader quickly understand the key points of thememo. The summary can also include links orreferences to sources that you have used in your

research on the issue.


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Body of the memo

Discussion segment .In this segment, include all of the details thatsupport your ideas and recommendations forsolving the problem. You may also choose topropose future problems that may arise anddiscuss how your recommendations ensure these

problems will not occur .


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Closing

If necessary, summarize what you wantrecipient(s) to do.Provide clear instructions, including deadlines

where applicable.Provide further references/contact information

when appropriate.


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Closing segment

Close the memo with a friendly ending thatstates what actions you want the reader to take.Consider the ways that the reader can benefitfrom the information in the memo and how these changes will be advantageous.


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Parts of a Memo

Necessary AttachmentsMake sure you document your findings or providedetailed information whenever necessary. You can do

this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to your attachments inyour memo and add a notation about what is attachedbelow your closing, like this:

Attached: Focus Group Results, January- May 2007


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Memo writing guide

Write for your audience: Consider education,background, company status,and recipient needs.

d


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Memo writing guide

Informative subjectline: Be upfront andnon-generic as to whatthe memo is about.

d


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Memo writing guide

Write the bottom-line

first: Optimally, thefirst sentence or two

should contain whatyou want the readers toknow or act upon.

i i id


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Memo writing guide

Concise: Check for needless

words; keep the memo toone page or less, and use

attachments or separatesummaries for additionalinformation.


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Coherent: Keep the memostructure simple and logical,limit one idea per paragraph.


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Common language: Keepyour message distilled toaccessible language, noshowing off.

F l T U


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Factual Tone: Use a

neutral or positive tone where applicable, avoidemotionally-charged

words.


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Conclusion: If needed,

add a conclusion, orclosing, to your memo to

reaffirm or summarize thememo's points.


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Formatting: Follow company-specific

guidelines, use shortparagraphs, bullet points,

and strategic placement of details. Utilize memo writing standards.
http://business.lovetoknow.com/wiki/Memo_Formatshttp://business.lovetoknow.com/wiki/Memo_Formats


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Tips for Better Memos

Make a plan first

before writing yourmemo


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Ensure your message is

as clear as possible


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Separate the message

into points


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Take time to improve

your presentation



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Use numbered points

and sub-headings

F i


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Formatting

Left-alignment for text is standard formemos.Margins should be one-inch.Use single spaces within paragraphs and lists,double-space between sections.

Text is blocked or modified (first line of each

paragraph indented) block, without right-margin justification. Write short paragraphs and use bullet points where applicable.


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Electronic Mail (E-mail)

Used in most business organizations.Because of the ease of creating and the speed of sending, email messages have partially replacedthe memo and the letter.Delivery of an e-mail message takes place withinminutes, whether the receiver is in the samebuilding or in a location anywhere in the world.


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How to format an E-Mail

E-Mail format is similar to a memo format.E-Mail Heading

includes the same information as the memo TOFROMDATE

SUBJECT


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How to format an E-Mail

E-Mail Heading (Cont.)Cc: line for sending a copy of the message toadditional individuals

Bcc: line for sending a copy of the message tosomeone without the receiver knowing. Attachment: line for attaching files to the e-mailmessage.

How Body should be spacedParagraphs begin at left margin.

All paragraphs are single spaced


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Documents

I Can Write a Memo