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Memorandum. Ms. Debbie Francisco- Dianco. What is memorandum?. A memorandum or memo is a document or other communication that aids the memory by recording events or observations on a topic, such as may be used in a business office .
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Memorandum Ms. Debbie Francisco- Dianco
What is memorandum? • A memorandum or memo is a document or other communication that aids the memory by recording events or observations on a topic, such as may be used in a business office. • The plural form is either memoranda or memorandums.
Origins of term • The origins of the term “briefing” lie in legal “briefs” and the derivative “military briefings”.
Purpose • The primary purpose of a briefing note “for decision”is to support decision making – to “help (or sometimes influence) a decision-maker to make a better decision in a particular problem situation than they might otherwise have made without the analysis.
Memo Writing Audience and Purpose • Memos have a twofold purpose: • they bring attention to problems and they solve problems. • They accomplish their goals by informing the reader about new information like: • policy changes, • price increases, • or by persuading the reader to take an action, such as: 1. attend a meeting, 2. change a current production procedure.
Remember: • Ensure that all of the people that the memo is addressed to need to read the memo. • If it is an issue involving only one person, do not send the memo to the entire office. • Also, be certain that material is not too sensitive to put in a memo; • sometimes the best forms of communication are face-to-face interaction or a phone call. • Memos are most effectively used when sent to a small to moderate amount of people.
Parts of a Memo Standard memos are divided into segments to organize the information and to help achieve the writer's purpose.
Heading Segment= The heading segment follows this general format TO: (readers' names and job titles) FROM: (your name and job title) DATE: (complete and current date) SUBJECT: (what the memo is all about, highlighted in some way) Make sure you address the reader by his or her correct name and job title. You might call the company president "Maxi" on the golf course or in an informal note, but "Rita Maxwell, President" would be more appropriate for a formal memo. Be specific and concise in your subject line. For example, "Clothes" as a subject line could mean anything from a dress code update to a production issue. Instead use something like, "Fall Clothes Line Promotion."
1. A memo is usually a page or two long, 2. should be single spaced and left justified. 3. Instead of using indentations to show new paragraphs, skip a line between sentences. 4. Business materials should be concise and easy to read. 5. Therefore it is beneficial to use headings and lists to help the reader pinpoint certain information. example, instead of using: 1. "Summary" for your heading, 2. try "New Advertising Recommendations," which is much more specific. Format
segments of the memo : 1. Header: 1/8 of the memo 2. Opening, Context and Task: 1/4 of the memo 3. Summary, Discussion Segment: 1/2 of the memo 4. Closing Segment, Necessary Attachments: 1/8 of the memo
Example: MEMORANDUM TO: Social Work Students FROM: Denise Jessika FranciscoDATE: 14 August 2009SUBJECT: Student Body Demographic Profile The Social Work Department has implemented a program monitoring system which includes data from a variety of sources. The purpose of this ongoing evaluation is to improve our department’s efforts to meet program objectives and to make programchanges based upon information received. We request your participation in our efforts to understand our students’ demographic profile, and to obtain class, field, and exit evaluations. We appreciate your assistance in this effort and strongly believe this approach to program evaluation, while more work for all, will in the long run prove a valuable asset to our department and program. If you have any questions or concerns, please feel free to contact me. Thank you for your help.
Activity # 1 1. It's that time of year again. As you all know, Christmas is our busiest season of the year. Every year it is a struggle for management and supervisors to find the time and energy to organize a staff Christmas party. This year, we have decided to postpone the Christmas party until after our busy season. 2. FROM: Management T.C. 3. Party Details Date: Second or third Saturday in January (T.B.A) Theme: Beach Food: Caribbean Special events: Karaoke and belly dancing 4. DATE: November 9th, 20-- 5. CHOCOLATE HEAVEN EMPORIUM 6. Thank you. 7. TO: All Staff 8. SUBJECT: STAFF CHRISTMAS PARTY 9. We apologize that the celebration will have to wait until the new year, but we guarantee that it will be worth the wait. Anyone interested in volunteering to help out with the event is encouraged to call Lucy, our events coordinator. Lucy's cell phone number is 222-3098. Please contact Lucy outside of business hours regarding this matter.
Internal Memo (correct answer)Activity #1 CHOCOLATE HEAVEN EMPORIUMTO: All StaffFROM: Management T.C.DATE: November 9th, 20--SUBJECT: STAFF CHRISTMAS PARTY It's that time of year again. As you all know, Christmas is our busiest season of the year. Every year it is a struggle for management and supervisors to find the time and energy to organize a staff Christmas party. This year, we have decided to postpone the Christmas party until after our busy season Party Details Date: Second or third Saturday in January (T.B.A) Theme: Beach Food: Caribbean Special events: Karaoke and belly dancing We apologize that the celebration will have to wait until the new year, but we guarantee that it will be worth the wait. Anyone interested in volunteering to help out with the event is encouraged to call Lucy, our events coordinator. Lucy's cell phone number is 222-3098. Please contact Lucy outside of business hours regarding this matter. Thank you.
Activity # 2 1. Dear Adrienne, 2. From: "Jackie Morris" <jmorris@kcelectronics.com> 3. It is a pleasure to welcome you to the staff of KC Electronics. We are excited to have you join our team, and we hope that you will enjoy working with our company. 4. Subject: Welcome to our Team! 5. Cc: All Staff 6. If you have any questions during your training period, please do not hesitate to contact me. You can reach me at my email address or on my office line at 340-2222. 7. On the first Monday of each month we hold a special staff lunch to welcome any new employees. Please be sure to come next week to meet all of our senior staff and any other new staff members who have joined us this month. Alice Peters will e-mail you with further details. 8. To: "Adrienne Moore" <amoore@kcelectronics.com> 9. Welcome to our Team! 10. Warm regards,Jackie Jackie Morris, Sales Managerjmorris@kcelectronics.comTel: 340-2222
Correct answer # 2 To: "Adrienne Moore" amoore@kcelectronics.com Cc: All Staff From: "Jackie Morris" jmorris@kcelectronics.com Subject: Welcome to our Team! Dear Adrienne, Welcome to our Team! It is a pleasure to welcome you to the staff of KC Electronics. We are excited to have you join our team, and we hope that you will enjoy working with our company. On the first Monday of each month we hold a special staff lunch to welcome any new employees. Please be sure to come next week to meet all of our senior staff and any other new staff members who have joined us this month. Alice Peters will e-mail you with further details. If you have any questions during your training period, please do not hesitate to contact me. You can reach me at my email address or on my office line at 340-2222. Warm regards, Jackie Jackie Morris, Sales Managerjmorris@kcelectronics.comTel: 340-2222
