About Memo
 The term “MEMORANDUM" “MEMO"
 A memo is generally is not as formal as a written
letter. However, it is certainly not as informal as a
personal letter.
Why are memorandums needed?
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Request information
Request and confirm appointments
Reply to someone else’s request
Transmit materials
Acknowledge receipt of materials
Report information on sales, progress, schedules,
assignments, and so on
• Clarify a procedure, solve a problem, make a
suggestion, and so on.
Memorandums parts
 Letterhead
 Heading
 Message
The Letterhead
Spectrum PAINTS & SUPPLIES Inc.
MEMORANDUM*)
M E M O*)
*) You can choice the ones of them.
The Heading
 From
: (person or group sending the memo)
 To
: (person or group to whom the memo is addressed)
 Date
: (the day when the memo is made)
 SUBJECT/RE: (the subject of the memo, this should be in
bold)
The Message
• The tone of a memo is generally friendly as it is a
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communication between colleagues.
Keep the memo concise and to the point.
If necessary, introduce the reason for the memo with
a short paragraph.
Use bullet points to explain the most important steps
in a process.
Use a short thank you to finish the memo. This need
not be as formal as in a written letter.
1. The direct plan for routine
memos
- Begin:
Theresa, will you please schedule…
- Provide details:
…Tom called this morning … he wants to
see…
- Close :
Please be sure to…..
2. The indirect plan for persuasive
memos
- use an attention-getting opening
- make factual statements
- present your request
- specify the action
3. The indirect plan for bad-news
memos
 use a neutral opening statement
 state the reasons for the bad news (but not the bad
news itself) positively, tactfully and cousteously
 State the bad news
 suggest alternatives, if any
 close with a goodwill statement.
Definition
Special memos are not routine, ordinary, or
common.
Example:
 informational memorandums,
 analytical memorandums,
 recommendation memorandums, and
 report (or progress report) memorandums.
Compared with routine memos
The special memos:
a. Tend to be longer
b. Deal with more complex and more important issues
c. Deserve a higher degree of formality
d. Receive more executive attention
e. Are subject to greater scrutiny and criticism because
of their importance.
1. Informational memorandums
 Presents fact or data on a single topic.
 This special-purpose memorandum differs from the
routine memorandum only in complexity and length.
 Informational memorandums use a direct approach:
begin by topics, then organize the ideas logically, and
provide the necessary details under each idea.
2. Analytical Memorandums
 Defines the problem for the readers, indicates the
means by which the writer gathered and analyzed the
data, shows the reader how the writer arrived at
conclusions, and presents recommendations based on
the conclusions drawn.
The organizational of AM
describe the problem analyzed or the task assigned
2. Explain the procedures used for gathering the data
3. State your conclusion and give full supporting
details.
4. Include relevant issues if any.
1.
3. Recommendation
Memorandums
 Are used to suggest new ideas designed to streamline
procedures, institute new product, lower operating
costs, increase efficiency, or improve the company
operations in some other way.
 First step: summarize the recommendation in the
opening paragraph.
Organize the RM
Explain in detail the circumstances that prompted
your recommendation.
2. Outline specifically all aspects of your
recommendation. Be sure to include suggestion for
implementing your ideas and any costs that may be
incurred.
3. Show how the company will benefit from adopting
your recommendation
4. Offer to answer any questions or supply additional
information, if necessary.
1.
4. Progress Report Memorandums
 Provide an update on projects presently under way.
 To furnish management with information regarding
the status of a long-term activity.
 To cover the developments and advancements made
on a particular project for a specified period.
An outline for PRM
Identify the project by name, and briefly describe its
objectives.
2. Summarize the progress reported in previous
memorandums
3. Provide a detailed presentations of activities,
accomplishments, and setback for the specific period
covered by the program report memorandum. Use
presentations by topic method or chronological
presentations method.
4. Project future progress in terms of a completion
timeline.
1.
1. Begin by stating the purpose of
your memo
The examples of ways to begin a memo:
 I am writing to inform you of ......
 In response to your request, I am writing to provide
you with recommendations on.....
 The purpose of this memo is to.....
 This memo provides information about......
2. Include a general description of
the issue your memo addresses.
 The first paragraph of a memo is like an introduction
to a research paper.
 Do not include your major arguments, but describe the
issue generally so that the reader understands the
importance of your message.
3. Explain briefly what research or work you
have done to arrive at your recommendations
or analysis of the issue.
it is often a good idea to explain in one or two
introductory sentences what work you have done to
arrive at the information you are presenting.
Example to explain the analysis or
the recommendations is made by
you
“These recommendations are based on my conversations
with employees, my observations of the work
environment, and my analysis of the data provided by
the Human Resources Department.”
4. Use headings to make your
major points.
 Put headings in bold or italics so that they are set apart from the
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supporting information that follows them.
Do not let the heading stand alone without any supporting
information.
Make headings concise.
Use a consistent format to write headings within a memo. Each
heading should begin with the same part of speech (i.e. noun,
verb).
Use variety for each heading. Do not begin all headings with the
same word.
Connect the supporting information directly to the heading.
Remove all irrelevant information.
5. Write recommendations in the
imperative (command) voice.
Write your recommendations with great authority.
Example:
 Weak: I think it might be a good idea to hold more regular
meetings between the management and employees.
 Strong: Hold regular meetings between the management
and employees.
6. Follow each recommendation
with an explanation of why it is
important.
Explain the importance of each recommendation.
Example (continue from no.5):
 It is important for employees to feel that they have a
forum in which to express their concerns to the
management. Many employees currently feel that the
managers are unaware and uninterested in their
opinions and that this lack of communication has
been resulting in less effective business practice.
7. Use an objective writing style
 Subjective: I have looked at the three options of the
training programs, and I feel that the employees would
like the first one the most.
 Objective: A careful examination of the three training
programs shows that the first would be the most
beneficial and effective for employees.
Note:
avoid writing “I believe”, “I think”, or “I feel”
8. End with a salutation.
 End the memos in a somewhat formulaic way in which
you thank the person for taking the time to read the
memo, and indicate a willingness to discuss the
information in greater detail.
 When possible, use positive language that emphasizes
a look towards future action.
FOR SPECIAL MEMOS
DISPLAY LISTS
Lists help to display information, ideas or statistics.
There are often usually:
1. Numbered or bulleted
2. Treated as individual line or paragraph
3. Indented from the left margin (sometimes from the
right margin too)
4. Separated by extra line space
TABLE, CHARTS, AND GRAPHS
They are tools of simplification, make it easy the writer
to present statistical data and they make it easy for the
reader to grasp the general picture and find specific
statistics.
When the table is much longer, separate it form the res
of the memo. Prepare on a page by itself (or on several
pages) and then provede a cross-reference in your
memo, such as: “see the table on page ….”.
Be sure that you write clear, complete, and accurate :
titles, headings, and source notes.
TITLES
• Write concise titles, using clipped phrases that “tell
the story”. Be sure to identify what you are providing,
for which company or division or product or region, for
which time period, and so on.
• Example:
ESTIMATED FIVE YEARS SALES REVENUE
COMSUMER PRODUCTS DIVISION
2004-2009
 If the memo has several tables or chart:
Table 1
SALES REVENUE, CONSUMER PRODUCTS
DIVISION
2008 AND 2009 COMPARED
Or:
Table 1. SALES REVENUE, CONSUMER PRODUCTS
DIVISION, 2008 AND 2009 COMPARED
HEADINGS
 Column heading must be accurate, complete and clear.
District
Central
2008 Sales
(Rp)
100.000.000
2009 Sales
(Rp)
110.000.000
Increase/
Decrease
(%)
10
SOURCE NOTE
Source notes will help readers find the information (if
they should want to) and will add credibility to your
memo.
Example:
Source: 2008 Indonesian central statistical report.
That’s all about Memo
Thank You