What is MEMO ? Memo : abbreviation of memorandum (n.) It is a short message to ask for help or to remind someone to do something.
MEMO • Format • The normal greetings used in letters such as ‘Dear Sir’, ‘Yours sincerely’ etc , are not used in memos. TO: FROM: Subject: Date: Content
Memorandum • 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.
CONTENT • Memos generally deal with only one subject. If you want to write about two unrelated subjects, the usual practice is to write two different memos. Any memo which covers more than one subject, will be very difficult to file under one heading and may not be easy to find again for reference.
Language • The language you use in your memo will mainly depend on your position, the position of the reader and the subject matter. The general rule is to “keep it short and simple”. When you write, the words you choose can have different tones. Always check your writing carefully so that its style and tone is suitable for the particular reader. Um....Exactly the thing!
TONE • As with letters, the tone used in your memos should be respectful and polite. In some cases, it is quite difficult to find the right words to express your ideas without causing offense to the reader; for an example, reminding a customer to pay their bill, or making a complaint about a product. When writing such memos, choose your words carefully, and try to avoid adopting a negative tone.
Reminders • Date– In official memos ,the date of issue should be written in full. If you are sending an informal or unofficial memo, it is acceptable to use short forms in the date. e. g. Official : 7 December 1999 Unofficial : 7-12-1999 • Subject headings –subject headings should be clear and easy to read.And also, subject headings are often written as a noun phrase linked by a preposition. • e.g. Investigation into Customer Complaint • Signature - Optional
To : Mr. Leung From : Dicky Date : 12 - 31 - 1998 Memo Subject: Maintenance Wok for Estate Road(Regal Haven Estate) Thank you for you memo of 1 February 1999 concerning the maintenance for the estate road on the Regal Haven Estate. I agree with the immediate maintenance if required for some of the defective paving and drainage (a copy of the layout plan is attached for your reference). The estimated cost is $152,000. Please would you arrange the funds as soon as possible so that we can carry out the work.. A BEAUTIFUL sample of Memo.