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BUSINESS COMMUNICATION ENGB213

Unit 9 Memos. BUSINESS COMMUNICATION ENGB213. Overview. Why memos? Structure Tone Using lists and bullets Memos – key points to remember. Why memos?.

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BUSINESS COMMUNICATION ENGB213

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  1. Unit 9 Memos BUSINESS COMMUNICATIONENGB213

  2. Overview • Why memos? • Structure • Tone • Using lists and bullets • Memos – key points to remember

  3. Why memos? • Memorandum (plural memoranda), affectionately called a ‘memo’ is a written communication from one person to another (or a group of people) within the same organisation. Memos serve a variety of purposes:

  4. Why memos? • Just as letterheaded paper is used for letters, many organisations used pre-printed stationery for memos. Here are some examples:

  5. Why memos? • It is important that the memo headings show details of sender and recipient as well as reference and date. Courtesy titles (Mr/Mrs/Miss) are usually not included. If pre-printed memo forms are not used in your organisation, the following headings are suggested.

  6. After these memo headings, continue in the usual fully-blocked style. When more than one topic is dealt with it is good practice to use numbered points and sub-headings. • A memo will not include a salutation and complimentary close, but will usually be signed or initialled.

  7. Why memos?

  8. Structure • The four-point plan for structuring all business documents should also be applied to memos.

  9. Tone • Memos are usually written in an informal style. Aim to put over your message as concisely as possible while still being courteous, clear, concise and correct. • The major consideration in composing memos: • Status of sender and recipient in the organisation • The topic of the memo Try to adopt a tone that reflects these factors

  10. Using lists and bullets • Useful to set off important ideas. • Items could be listed using numbers, letters or bullets. • Why use lists? • Help you organise thoughts and points • Help focus reader’s attention on important points • Help readers find key points • Simplify detailed or complicated topics • Simplify skimming process for busy readers • Enhance visual impact

  11. Memos – key points to remember • Make a plan first before writing memos. Group points in logical order. • Remember to use four-point plan • Use simple, clear language • Give memo appropriate subject heading • Adopt a tone that reflects status of sender and reader as well as the topic of memo. • Use a variety of presentation methods to enhance display. • Use list and bullets where appropriate • Do not include salutation or complimentary close. • Sign the memo in the usual way

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