MEMO WRITING
MEHROZ ALI (2020CH284)
M.Faisal Sharif (2020CH224)
Javeria Batool(2020CH208)
Shahroz Akram(2020CH256)
Syed Affan Ali(2020CH266)
What is memo?
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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
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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
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To give information to some one
To issue an instruction
To request for help
To give suggestions
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Expenses
Incidents
Accident
Problems encountered
Projected costs
Study findings
Hiring and firings
Relocation of staff or equipments
documentation
Confirmation
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Meeting agenda, date, time and location
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Decision to purchase or sell
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Topics for discussion at upcoming teleconference
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Conclusions arrived at meeting
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Fees, cost and expenditures
procedure
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Setup an account
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Research on company’s intranet
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Operate new machinery
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Develop a company’s web
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Apply online for job opportunities
Feasibility
Studying possibility of changes in
workplace:
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Liability of shifting a workplace
Problems encountering in a workplace
Staffing:
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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
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Discussion &
Conclusion
Audience
Recognition
Appropriate
style &
Checklist
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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:
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High tech Audience
II. Low tech Audience
III. Lay Audience
IV. Multiple Audience
2. Memo Identification Lines:
Identification lines of memo include:
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Date
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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:
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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:
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Identification Lines
Spell check
Conciseness
Recognition of audience