Lect 8 memo

Advanced Technical Advanced Technical WritingWriting

Lecture 8Lecture 8MemorandumsMemorandums29 June 200829 June 2008

Islamic UniversityIslamic University Dr. Basil HamedDr. Basil Hamed 22

Memorandums Memorandums (memo)(memo)

Interoffice way of communication.Interoffice way of communication.


WHAT IS A BUSINESS WHAT IS A BUSINESS MEMO? MEMO?

Basically, it is an in-house business letter. Like a Basically, it is an in-house business letter. Like a business letter, a business memo is a type of business letter, a business memo is a type of professional writing. However, a business memo professional writing. However, a business memo differs from an ordinary letter in several differs from an ordinary letter in several important ways:important ways:

1)1) It is written in a specific format, which will be It is written in a specific format, which will be

described later.described later.

2)2) Unlike a letter, you do not sign your name at Unlike a letter, you do not sign your name at the bottom of your memo. Instead, you write the bottom of your memo. Instead, you write your initials next to your name at the top of the your initials next to your name at the top of the memo. memo.


Purpose Of MemoPurpose Of Memo

A business memo serves a very useful A business memo serves a very useful purpose. purpose. (Memos solve problems)(Memos solve problems)

It helps members of a business It helps members of a business organization communicate, without organization communicate, without the need for time-consuming the need for time-consuming meetings. meetings.

It lets someone know something they It lets someone know something they need to know in an effective and need to know in an effective and efficient manner. efficient manner.


Purpose- ExamplePurpose- Example

Mr. Howard has asked me to arrange a Mr. Howard has asked me to arrange a working lunch for all members of the working lunch for all members of the writing staff, at the main office, sometime writing staff, at the main office, sometime before the end of the month. before the end of the month.

The purpose of this memo is to request The purpose of this memo is to request authorization to purchase a sound card authorization to purchase a sound card and a modem for the computer in the front and a modem for the computer in the front office.office.

This memo confirms the details of your This memo confirms the details of your tour of the new processing plant, as we tour of the new processing plant, as we discussed over the telephone this morning.discussed over the telephone this morning.


Used for all kinds includingUsed for all kinds including

Short noteShort note Exchange informationExchange information Request informationRequest information Instruct employeesInstruct employees Report resultsReport results Small reports Small reports Internal proposalsInternal proposals


Memos’ RoleMemos’ Role

Play an important role in Play an important role in management:management:

Keeps employees informedKeeps employees informed Motivates employeesMotivates employees Keeps their moral highKeeps their moral high


To achieve this goalTo achieve this goal

Memos Should Convey the Memos Should Convey the message in a clear and message in a clear and accurate wayaccurate way


Memo FormatMemo Format

I.I. HeadingHeading

II.II. OpeningOpening

III.III. DiscussionDiscussion

IV.IV. ClosingClosing

V.V. SummarySummary


I. HeadingI. Heading

TO: (readers' names and job TO: (readers' names and job titles)titles)FROM: (your name and job title)FROM: (your name and job title)DATE: (Month day, year)DATE: (Month day, year)SUBJECT: (what the memo is SUBJECT: (what the memo is about, highlighted in some way)about, highlighted in some way)


From LineFrom Line

It is a good idea to initial It is a good idea to initial your name in handwriting.your name in handwriting.

CC: (others who are involved)CC: (others who are involved)

BCC: ( not directly involvedBCC: ( not directly involved))


Subject lineSubject line

Should summarize the Should summarize the reason of the memo. reason of the memo.

Should be 10 words or Should be 10 words or less. less.

Is NOT a sentence - it is a Is NOT a sentence - it is a long title. long title.


II. OpeningII. Opening

Three parts: Three parts:

1.1. The context and problemThe context and problem

2.2. The specific assignment or taskThe specific assignment or task

3.3. The purpose of the memo.The purpose of the memo.


1. The context1. The context

Event, circumstance, or background Event, circumstance, or background of the problem you are solving. of the problem you are solving.

You may use An opening sentence, You may use An opening sentence, such as, “As Jane recommended, I such as, “As Jane recommended, I reviewed the office reorganization reviewed the office reorganization plan" plan"

Include only what your reader needs, Include only what your reader needs, but be sure it is clear. but be sure it is clear.


2. Task2. Task

Describe what you are doing to help Describe what you are doing to help solve the problem.solve the problem.

If the action was requested, your task If the action was requested, your task may be indicated by a sentence may be indicated by a sentence opening like, "You asked that I look opening like, "You asked that I look at...." at...."

If you want to explain your intentions, If you want to explain your intentions, you might say, "To determine the best you might say, "To determine the best method of controlling the percentage method of controlling the percentage of rat extremities, I will...." of rat extremities, I will...."


3. Purpose Statement3. Purpose Statement

Are you announcing a meeting, Are you announcing a meeting, welcoming a new employee, or welcoming a new employee, or asking for input on adopting a new asking for input on adopting a new policy about lunch hour length?policy about lunch hour length?


III. DiscussionIII. Discussion

In the discussion segment, give In the discussion segment, give details about the problem, Don't details about the problem, Don't ramble on incessantly, but do give ramble on incessantly, but do give enough information for decision enough information for decision makers to resolve the problem. makers to resolve the problem. Describe the task or assignment with Describe the task or assignment with details that support your opening details that support your opening paragraph (problem).paragraph (problem).


IV. ClosingIV. Closing

Close with a courteous ending Close with a courteous ending that states what action you want that states what action you want your reader to take. your reader to take.

Make sure you consider how the Make sure you consider how the reader will benefit from the reader will benefit from the desired actions and how you can desired actions and how you can make those actions easier.make those actions easier.


V. SummaryV. Summary

If your memo is longer than a page, If your memo is longer than a page, you may want to include a separate you may want to include a separate summary segment. summary segment.

This part provides a brief statement This part provides a brief statement of the recommendations you have of the recommendations you have reached. These will help your reader reached. These will help your reader understand the key points of the understand the key points of the memo immediately.memo immediately.


ExampleExample

Plankton EngineeringPlankton Engineering

To: To: Employees In Research Employees In Research and and Development Team Development Team From:From: Mary Silvers, Project Mary Silvers, Project Manager Manager

Date: Date: January 15, 2002January 15, 2002Subject :Subject : New Flex-Time Policy New Flex-Time Policy

Beginning March 1, 2002 Beginning March 1, 2002


Example - continueExample - continue

Plankton Engineering is offering a new Plankton Engineering is offering a new flex-time schedule to all employees. You flex-time schedule to all employees. You MUST MUST sign up for this plan by sign up for this plan by Feb. 20, Feb. 20, 20022002, in order to use it. , in order to use it.

Components of the PlanComponents of the Plan Employees Employees must agreemust agree to: to:

– Work 40 hours a week Work 40 hours a week – Work a minimum of 4 days a week Work a minimum of 4 days a week – Arrive at work no later than 9:30 a.m. Arrive at work no later than 9:30 a.m. – Leave work no earlier than 3:30 p.m. Leave work no earlier than 3:30 p.m.



Scheduling ConsiderationsScheduling Considerations Employees may schedule work time as long as it Employees may schedule work time as long as it

fits the above criteria. Employees who sign up for fits the above criteria. Employees who sign up for this new flex time scheduling must declare their this new flex time scheduling must declare their work hours during the previous week. The work hours during the previous week. The supervisor will take responsibility for recording supervisor will take responsibility for recording each employees work schedule. each employees work schedule.

Employees who wish to try this new plan must Employees who wish to try this new plan must stay on it for three months before returning to the stay on it for three months before returning to the current policy. Employees who may want to start current policy. Employees who may want to start it later, must wait until January of the next it later, must wait until January of the next calendar year to sign up. calendar year to sign up.



Important ReminderImportant Reminder

Remember - Sign up Remember - Sign up by Feb. 20 by Feb. 20 to take advantage of the new to take advantage of the new Flex-Time schedule.Flex-Time schedule.


More ExamplesMore Examples

In your text:In your text:

Pages 591-592Pages 591-592

Page: 425Page: 425


Are you ready to do your next Are you ready to do your next assignment ?assignment ?

☻☻I hope so


Assignment 6Assignment 6Write a memo telling your Write a memo telling your professor about the problems professor about the problems you encounter or faced in IUG. you encounter or faced in IUG.

In which you will answer the In which you will answer the following questions:following questions:

What are the problems? Why are What are the problems? Why are they problems? And what is your they problems? And what is your plans to solve it?plans to solve it?

Due date is next Sunday at Due date is next Sunday at class timeclass time

Spiritual

Lect 8 memo