Business Writing

Firefly Electric and Lighting Corp. Training and Organizational Development

Human Resources Department

Module 6

Writing Memoranda

Module 6: Writing Memorandum

Lesson 2

Basic Format of Memorandum

Module 6: Writing Memorandum There are issues, concerns or information that need to be disseminated to a person, a department or entire staff of a company to make them aware of these issues, concerns or information and motivate them to take action. A memorandum does that function. In this module, we will discuss the basic purposes for writing a memorandum, the types of memoranda and the basic format of memoranda used in inter-office communication and learn some tips in writing memorandum.

P Format to use in a Memorandum

1.Present important details in bullet or in list.

2.Center or capitalize important details for emphasis.

3. Use underlining and side headings to show natural breaks.

4.Use bold face and italics when appropriate.

P Format to use in a Memorandum

5. Keep memos short but use specific and precise language. 6. Use business –like tone. 7. Allot 1/8 of the memo for the heading 8. 1/4 of the memo should be given to the opening segment 9. Summary and discussion take 1/2 of the memo

P

Format to use in a Memorandum

10. Closing with attachment takes 1/8 portion of the memo.

11. Stick to the format.

P Parts of a Memo:

1.Heading 2.Opening 3.Summary 4.Discussion 5.Closing 6.Necessary Attachment (s)

P The Heading G C

Example 1 Genesis Corporation ===================================================

Date: June 11, 2015 To: James Nicholas G. Torres, Collection Supervisor From: Justin Vargas, General Manager Re: New Policy on Billing and Collection =================================================== Note 1: The company logo is found centered at the top. The title Memorandum is in full caps The spacing between the components is double spaced Break lines separate company logo from heading and next component.

MEMORANDUM

P

Heading: see format in the preceding slide ========================================================== Opening: (Purpose) The purpose of this memo is to notify the Collection Department staff that a training session will be held on June 21, 2015 at 8:30am, to held in the Training Room to learn an innovative way of billing and collection. Summary: Mr. Carlos Valencia, our NSM brought this technique from Hague, Switzerland where he attended an international sales convention. The company that presented this to the delegates increased their billing and collection efficiency by 42% Note 2: All components are left flushed. Text are aligned , single space.

P

Heading, Opening and Summary are explained in preceding slides Discussion: The training session will start at 8:30am until 6:30pm. The Admin Department will take charge of distributing the materials and reproducing the handouts the collection staff will be using in the training session. Please ask your staff to bring calculators which they will use for case studies involving comparison of our traditional billing and collection system and this innovative method.

P Heading, Opening, Summary and Discussion are explained in preceding slides Closing: Contact me for any concern you may have. Your compliance will be much appreciated. Attachment: 1 (Schedule of Presentation) =========================================== Note 3: There is no need for complimentary close nor signature for a memo.

Example 2: Genesis Corporation ==========================

MEMORANDUM Date: June 9, 2015 To: Creatives Department Attn: Joanna Alampay, TL From: Marissa Montinola, Marketing Manager Re: Preparation for Neolight LED Promotion ===================================================

P =============================================================

This is a confirmation of the promotional schedule as a result of our meeting yesterday. Schedule Task Completion Date • Divide the team into 4 pairs June 10 • Jessa & Randy to research and compile information June 15 • Lerie & James to do the package design & text June 23 • Mark & Jet to do the poster design & text June 23 • Charles & Romie to do the advertising design and text June 23

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• Joanna to review and critique all designs June 24 • Submit to me for final approval prior to printing June 30 Contact me for any concern you may have. Your compliance will be much appreciated.

P Tips in Writing Memorandum

1) Make sure that the body of the text is written in clear, concise and grammatically correct language

2) State the most important point first, then move to details. 3) Keep message, simple, clear and brief and

straight to the point 4) Double space between sections of the header with the texts aligned

P Tips in Writing Memorandum

5) Keep paragraphs short. Keep it at 5-6 lines, 6) Be formal in addressing the intended reader. Don’t use nicknames. 7) Use headings and bullets rather than paragraphs to convey your message. 8) Always check your work for errors: grammar spelling, typographical errors involving names,

dates or numbers. 9) Close by encouraging readers to take action. 10) Use attachments if necessary.

Writing Memorandum

Let’s Review

Basic Format of Memorandum

1) Most of the space in a memorandum should be given to: a) Heading c) summary and discussion b) Opening d) closing 2) Which of these is NOT true? a) Break lines can be found between heading and opening. b) Body text should be single spaced. c) It is acceptable to address a friend by his nickname d) Break lines can be found between company name ,logo and header.

Basic Format of Memorandum 3) Which should be the correct format of the memo? a) Heading, Summary, Discussion, Opening b) Heading, Opening, Discussion, Summary c) Opening, Heading, Discussion, Summary d) Heading, Opening, Discussion, Closing 4) Encouraging recipients to take action can be found in: a) Discussion c) Opening b) Closing d) Summary

Basic Format of Memorandum 5) Which of these should NOT be used in a

memorandum? a) Bulleting c) underlining b) Italics d) none of the above 6) Which of these is inappropriate in a memorandum? a) Paragraphs more than 6 lines long. b) Name of the sender only c) Nickname of the recipient d) All of the above

Basic Format of Memorandum 7. Natural breaks are shown by:

a) Underlining c) Italics

b) Capitalization d) Bold letters

7. Which of these should be avoided in a memorandum?

a) Brief, concise language

b) Typographical errors

c) Current date

d) Inclusion of title of the sender

Basic Format of Memorandum

If you got a score of 5 or less in the practice exercise, please review the notes on Basic Format of Memorandum before taking the quiz.

Please look over the uploaded Powerpoint notes in Quia and check whether there are other facts you need to include in your Cheat Sheet.

Basic Format of Memorandum 1) Most of the space in a memorandum should be

given to: a) Heading c) summary and discussion b) Opening d) closing 2) Which of these is NOT true? a) Break lines can be found between heading and opening. b) Body text should be single spaced. c) It is acceptable to address a friend by his nickname d) Break lines can be found between company name , logo and header.

Basic Format of Memorandum 3) Which should be the correct format of the memo? a) Heading, Summary, Discussion, Opening b) Heading, Opening, Discussion, Summary c) Opening, Heading, Discussion, Summary d) Heading, Opening, Discussion, Closing 4) Encouraging recipients to take action can be found in: a) Discussion c) Opening b) Closing d) Summary

Basic Format of Memorandum 5) Which of these should NOT be used in a

memorandum? a) Bulleting c) underlining b) Italics d) none of the above 6) Which of these is inappropriate in a memorandum? a) Paragraphs more than 6 lines long. b) Name of the sender only c) Nickname of the recipient d) All of the above

Basic Format of Memorandum 7. Natural breaks are shown by:

a) Underlining c) Italics

b) Capitalization d) Bold letters

7. Which of these should be avoided in a memorandum?

a) Brief, concise language

b) Typographical errors

c) Current date

d) Inclusion of title of the sender

Module 6 Lesson 2: Writing Memorandum Quiz

1. Please proceed to www. Quia.com/web.

2. On the space provided, enter your log in name and your password.

3. Under “Quiz”, please select Module 6, Lesson 1, Quiz 1.

4. Follow the instructions in the quiz.

5. Follow these same steps when you go to succeeding quizzes after every lesson.

Writing Memorandum

End of Module 6, Lesson 2