THE BUSINESS MEMOS Presented by: Sikandar Seemab WHAT ARE MEMOS • Memos are less formal and shorter than letter • Used most often for communication within one organization • The heading and overall tone make a memo different from a business letter. • All information is on single topic. MEMOS BY DEFINITION A memo is a document typically used for communication with in organization. Memos can be as formal as a business letter and to present a report. USES OF MEMO • • • • • • • To inform. To inquire. One can use it to report. To give suggestions. To remind. One can use it to instruct. One can promote goodwill using a memo. • To communicate the ideas. ADVANTAGES OF MEMO Using memos has a number of advantages. Memos are: • Memorandum is quick. • It is a convenient mean of communication. • It is inexpensive. Memos are used within an organization so one can use low-quality paper. • It helps in maintaining written records. WRITING A SIMPLE MEMO THE LAYOUT 1) First write the world “Memo” (as a title in the middle on top of page.) 2) Include “To” (who should get the memo?) 3) 4) “From” (who sent the memo?) Subject (what is the memo about?) 5) Date 5-PARTS OF A MEMO To: From: Sub: Date: PART 1 To: From: Sub: Date: Mrs. Ali, Supervisor PART 2 To: From: Sub: Date: Hussain, Bookkeeper D M PART 3 To: From: Sub: Date: Retirement Party PART 4 To: From: Sub: Date: May 20, 2009 PART 5 To: Mrs. Ali, Supervisor From: Sub: Hussain, Bookkeeper D M Retirement Party Date: May 20, 2009 My brother and I will be able to attend Mr. Khan’s retirement party on May 28. We will bring potato salad. GENERAL TEMPLATE OF MEMO MEMO TO: FROM: SUBJECT: DATE: BASIC ORGANIZATIONAL PLAN: • Direct Plan: State direct points Move to supporting detail Purpose: Presenting routine information & relaying news • Indirect Plan: Present appeal or evidence Draw conclusion Purpose: Arousing interest before presenting desired action • Combination: Combines information & persuasion Purpose: Useful in relaying bad news WRITING AN EFFECTIVE MEMO Three stages in Memo writing: 1. Pre-planning: Why? What? Where? 2. Writing: (Sequence) order,Enclosures,Photocopies,etc 3. Review: Edit for Clarity, check spelling & grammar IMPORTANT POINTS TO REMEMBER • Always use a clear and specific subject line. • Do not waste the reader’s time by using lengthy memos. Be clear and concise. • Use the active voice. • Use the first person. • Be formal. • Avoids slangs and friendly words. • One should use a careful and logical arrangement of information. IMPORTANT POINTS TO REMEMBER(CONT…) • Keep the paragraphs short. • One can use enumerations for the paragraphs. • One can use solid capitals and center indentation for important details. • Use of bullets to make points. • Always end the memo in courteous words. • Use text fonts and color to attract attention. • Avoid rude and thoughtless memos. • It does not need a complimentary close or a signature. • Proofread the content before sending. SOME TYPES OF MEMOS Persuasive Memo Directive Memo Technical Memo PERSUASIVE MEMO: • In a persuasive memo you must constantly keep your reader's feelings in mind. Consider how the person will react to what you are saying. What would convince him or her most readily? How much should you rely on logic, and how much should you appeal to emotion? DIRECTIVE MEMO: • A directive memo states a policy or procedure you want the reader or coworker to follow. The length of the memo depends on how much space is required to properly explain the procedure. TECHNICAL MEMO: • A technical memo is a concise presentation of results, with a logical progression from the principles which are core to the analysis towards the conclusions that were drawn from the results.
