MEMO WRITING MEHROZ ALI (2020CH284) M.Faisal Sharif (2020CH224) Javeria Batool(2020CH208) Shahroz Akram(2020CH256) Syed Affan Ali(2020CH266) What is memo? • • • • • Short for the word “Memorandum”. A usually brief written message or report is called memorandum Used often for communication within an organization and company. It is on some particular topic An important mean of communication for employees We have features for every step of the way Importance of memo writing • • • • • • Memos are written to a wide range of audience These includes Supervisors, co-workers, subordinates, colleagues Memos are usually copied. They are sent to many readers A memo sent to a boss could be read by the entire department A major component of interpersonal communication Uses of memo writing • • • • To give information to some one To issue an instruction To request for help To give suggestions • • • • • • • • Expenses Incidents Accident Problems encountered Projected costs Study findings Hiring and firings Relocation of staff or equipments documentation Confirmation Meeting agenda, date, time and location Decision to purchase or sell Topics for discussion at upcoming teleconference Conclusions arrived at meeting Fees, cost and expenditures procedure Setup an account Research on company’s intranet Operate new machinery Develop a company’s web Apply online for job opportunities Feasibility Studying possibility of changes in workplace: Liability of shifting a workplace Problems encountering in a workplace Staffing: Changes to be made in staff members Promotion / declination of staff Equipment : Modification Requirement Feasibility Practices: Following certain instructions Constraints Visions: Development of company Better customer relations Status Order Cover Directive Requisition Introduction Subject Line 13 Discussion & Conclusion Audience Recognition Appropriate style & Checklist 13 1. Audience Recognition: • What you write and how you write is greatly determined by your audience • Audience is who you are writing for • You will not write to the worker the same way as you would write to your supervisor • Consider the diversity and context Types: I. High tech Audience II. Low tech Audience III. Lay Audience IV. Multiple Audience 2. Memo Identification Lines: Identification lines of memo include: i. Date ii. To iii. From iv. Subject • CC or BCC line may be added if needed. • Subject line serves as a memo’s title. • There should be two things in subject line. I. Topic II. Focus 3. Introduction: • Write 2 or 3 clear introductory sentences which tells your reader two things: i. What topic are you writing about ii. Why are you writing Discussion Easy to find Convenient to read Usage of itemizing , boldfacing, headings etc Conclusion Thanks Directive Action Appropriate Memo style: Criteria of language Use of simple words Concise & to the point Tone: Formal Casual Respectful & polite Checklist: Identification Lines Spell check Conciseness Recognition of audience