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Memos. Memorandum is the Latin word for “something to be remembered” Memos are brief in-house correspondence sent up and down the corporate ladder They can be on paper or sent through e-mail. WHAT IS A MEMORANDUM.
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Memorandum is the Latin word for “something to be remembered” • Memos are brief in-house correspondence sent up and down the corporate ladder • They can be on paper or sent through e-mail WHAT IS A 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. • For two unrelated subjects, write two different memos.
CONSTRUCTING MEMOS • What is the Reason for Writing? • Who is your Audience? • Can be low-tech, high-tech or multiple • Better to provide a parenthetical definition with terms. • What response do you expect from your Audience?
LANGUAGE • The language you use in your memo will mainly depend on • your position, • the position of the reader • the subject matter. • The general rule is to “keep it short and simple”.
STYLE & TONE • controlled by the audience within your company • Casual tone • When writing to a co-worker whom you know well • Formal tone • When writing to a manager Remember that your employer and co-workers deserve the same clear and concise writing that your customers do
WRITING DATES IN MEMOS • Date– In official memos ,write full date while in unofficial memo, it is acceptable to use short forms e. g. Official : 7 March 2009 Unofficial : 7-3-2009
Heading Bulleted List Underlining ORGANIZATIONAL MARKERS • Headings • Organize your work and make information easy for readers to follow • Numbered or bulleted lists • Help readers see comparisons and contrasts readily • Underlining or boldfacing • Emphasizes key points. Do not overuse this technique; draw attention only to main points and those that contain summaries or draw conclusions
MEMO FORMAT • Some companies use a standard form while others have their memo printed on their letterheads • The memo may be on a half sheet or a full sheet • Basically, the memo consists of two parts • The identifying information at the top • The message itself
MEMO FORMAT TO: FROM: DATE: SUBJECT: If your memo is going to more than one reader, make sure you list them in the order of their status in your company Write your name (and job title, if necessary for the reader.) You may write your initials after your typed name to verify the memo comes from you Give the full calendar date This serves as the title line of your memo. Summarize your message/purpose precisely
STRATEGIES FOR MEMO ORGANIZATION • Introduction • Tell you reader why are you writing • State briefly what are you writing about • State briefly any background information needed • Discussion • Explain what you want to say. • State what is important, who will be affected, what caused it • Indicate why changes are necessary • Give precise dates, times, locations, and costs • Conclusion • Summation statement (Complimentary / Directive) • Request a reply by a specific date • Provide a list of recommendations • Inform reader what is next and when • Ask readers to call if they have questions
MEMO WIZARDS & TEMPLATES • MS word provides three different templates • Elegant • Professional • Contemporary
PART FOUR: SUBJECT Subject= Focus + Topic
