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Successful Writing at Work..

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Writing Memoranda

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Memorandum / (a)

More commonly memo is a brief written record orcommunication, commonly used in business, government, and

educational organizations.

Letters sent within a company.

Memorandum is the Latin word for something to beremembered

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Also called Inter-Office note

Office note

Inter-Office Memo

Inter-Office Correspondence

Memos are brief in-house correspondence sent up and downthe corporate ladder

They can be on paper or sent through e-mail

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Purpose

To seek information and provide it.

Inform staff about decisions/actions/events.

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

Convey both good and bad news.

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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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7

FIVE PARTS OF A MEMO

To:From:

Date:

Re:

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PART ONE : TO

To: Mrs. Shelly Kapoor, Supervisor

From:

Date:

Re:

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PART TWO: FROM

To:

From: Sonam Singh (Designation)Date:

Re:

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PART THREE: DATE

To:

From:

Date: March 2, 2011

Re:

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PART FOUR: SUBJECT

To:

From:

Date:

Re: Acceptance of Retirement PartyInvitation

Subject= Focus + Topic

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PART FIVE: INTRO + DISCUSSION

To: Mrs. Shelly Kapoor, SupervisorFrom: Sonam SinghDate: March 2, 2011


My husband and I will be able to attend Mr.

Trans retirement party on April 21. We will

bring potato salad.

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ADD YOUR PHONE NUMBER

To: Mrs. Shelly Kapoor, SupervisorFrom: Sonam SinghDate: March 2, 2011


My husband and I will be able to attend Mr.

Trans retirement party on April 21. We will

bring potato salad.

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

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Memo Style and Tone

The style and tone of your memo will becontrolled by the audience within your

company or agency

Casual tone When writing to a co-worker whom you know well

Formal tone

When writing to a manager

Remember that your employer and co-workers deserve

the same clear and concise writing

that your customers do

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Strategies for Organizing a Memo

1. Introduction Tell readers clearly about what prompted you to write

Explain briefly any background information needed

Be specific

2. Discussion State what is important, who will be affected, what caused it

Indicate why changes are necessary

Give precise dates, times, locations, and costs

3. Conclusion Request a reply by a specific date

Provide a list of recommendations

Ask readers to call if they have questions

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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 and

thereby comprehend your ideas more quickly

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

HeadingBulleted

List

Underlining

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Types of Memorandums

Request Memorandum

Confirmation Memorandum

Periodic Report Memorandum

Ideas and Suggestion Memorandum

Memorandum About The Unpleasant

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Request Memorandum

Objective: To gain favorable response to a request.

Must be in convincing way.

Guidelines: The reasons for the request should be presented.

If any financial cost involved, they should be explained.

All expenses should be justified.

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Objective: To confirm in writing something that has been

agreed to verbally.

Guidelines: Be specific regarding the major points

Encourage feedback on any misunderstood or unclear

points

Confirmation Memorandum

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Periodic Report Memorandum

Reports that are submitted at regular intervals

E.g.- monthly cost control report

Guidelines: Fill in form memo.

If descriptive commentary is necessary, a place should be

provided on the form.

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Ideas and Suggestion Memorandum

For ideas and suggestions.

Guidelines:

Write directly Begin with positive comment about the current situation

Use headings to highlight

Be specific and dont stray off the point

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Memorandum About The Unpleasant

Good-news memo are easy to write

But bad-news memo need to be:

Inductive with positive tone

Clear

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Faxes

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Faxes

A fax machine can send copies of original

letters, memos, reports, graphs, blueprints, and

artwork over ordinary phone lines

Be aware that your confidentiality is not easily

protected when communicating by fax unless

the recipient has her or his own secured fax

machine

When you send a fax, be sure to include a

cover sheet that indicates The persons sending and receiving the fax

Their addresses, phone, and fax numbers

The total number of pages being faxed

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Fax Guidelines

Print your message in a larger point size (12 or 14)

Avoid writing comments in margins or at the top or

bottom of a fax

Include your phone and fax numbers so the recipientcan contact you

Limit your fax to three or four pages

Do not risk sending a fax to a customers home after

hours unless agreed or requested

Documents

Memo - Copy