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MEMOS

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Peter Khan
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9 views

MEMOS

Uploaded by

Peter Khan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Memorandum (s) /Memoranda (p)/Memo (abb)

DEFINITION

A Memorandum is a written message in business or diplomacy.


Sometimes in organizations, reports are written in the form of memoranda (commonly called
“Memos”) to the persons who have to make decisions or take action.

CHARACTERISTICS OF MEMOS
Memos are meant to:
1. be brief
2. be factual
3. improve flow of information

PURPOSE
They are used to:
send announcements
send instructions
send requests
document incidents in writing

IN WHICH SETTINGS DO WE WRITE MEMOS?


 Memos are written within organizations. It is the method of communication between:
 employer and employee in businesses
 staff and administration in schools,
 et cetera
NB: Once individuals are part of the organization, they communicate with each other through a
memorandum.

How to write a business memo


Follow these steps to help you write your next business memo:
1. List the purpose of the memo in the introductory paragraph
Readers should know instantly what you're communicating to your audience in the introductory
paragraph. You need to craft the content of your memo to address questions that anyone may
have. List the purpose of the memo before expanding on details about the decision-making or
what led to the current situation. This way, you give a chronological series of events to give
more clarity about the actions employees need to take, if any.
2. Be concise and keep the language positive throughout
Keep language positive. Short and clear sentences using active voice help you get your purpose
across, which can increase your credibility with your colleagues.
3. Communicate the message of the memo in the subject line
The subject line should tell the reader exactly what they should expect to learn from the memo
and give them direction on where to file it in their email folders. For example, a budget update
for the marketing department helps the readers understand the subject of the memo and previews
potential actions that affect the department and its operations going forward.
4. Use the body paragraph and conclusion to break down your information
The body paragraph elaborates on the decisions and the way going forward. You want to address
potential feelings for employees, but you need to do it in a way that's relatable to staff members.
Express your gratitude for their hard work and your plan to work with employees to navigate
recurring changes.

FORMAT
To whom it is being sent and position in company
From whom it is sent and position in company
Date on which it is written (month, day, year)
Subject of memo (preview phrase; not a sentence)
SAMPLE

MEMORANDUM
EXERCISE
Write a memo up to three paragraphs long for one of the following scenarios. Decide who the
memoshould be sent to and what the subject of the message is. Add your own information to the
body ofthe memo.
Memo-writing checklist
 The memo is written in the proper format (e.g., To, From, Date,
Subject, etc.)
 The subject line clearly states the purpose of the memo
 The first sentence of the memo states the purpose
 The message of the memo is clear
 Attachments included with the memo are referred to in the body of the
memo
 There are no grammar, spelling or punctuation errors

Situation 1
You are the office manager and want to remind everyone to clean up after themselves in the
lunchroom.
There was recently an infestation of cockroaches. The building has since been fumigated but you
stillrequire the cooperation of staff to prevent a re-infestation.
State the purpose of the memo, your reason(s) for sending it (i.e. the kind of behavior you have
noticed)and what actions you want taken.
Situation 2
You are an administrative assistant. You want to tell 10 people about an upcoming computer
trainingseminar. You are attaching a brochure about the seminar from the presenter, but you also
need toinform them of the following:
• what the training is for
• who the presenter is, including a brief statement about his/her background
• where the training will be held, including the date and time
• whether or not parking is available
• whether or not lunch and/or any refreshments will be served

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