Professional Documents
Culture Documents
.
.
3 record of something which is desired to remember; a note
to help the memory.
3 brief or informal note in writing of some
transaction, or an outline of an intended instrument; an
instrument drawn up in a brief and compendious form.
3 short note written as a reminder.
3 written record or communication, as in a business office.
3 business statement made by a consignor about a shipment
of goods that may be returned.
3 brief, unsigned diplomatic communication.
3 legal document outlining the terms and details of an
agreement between parties, including each parties
requirements and responsibilities.
3
Memos have a twofold purpose: they bring attention to
problems and they solve problems.
They accomplish their goals by informing the reader
about new information like policy changes, price
increases, or by persuading the reader to take an action,
such as attend a meeting, or change a current
production procedure.
Regardless of the specific goal, memos are most
effective when they connect the purpose of the writer
with the interests and needs of the reader.
3
mhoose the audience of the memo wisely. Ensure that
all of the people that the memo is addressed to need to
read the memo. If it is an issue involving only one
person, do not send the memo to the entire office.
3lso, be certain that material is not too sensitive to put
in a memo; sometimes the best forms of
communication are face-
face-to
to--face interaction or a phone
call. Memos are most effectively used when sent to a
small to moderate amount of people to communicate
company or job objectives.
0urpose of a Memo
3 memo is used as a written reminder or to
convey a short proposal or some basic
information. 3 memo format is generally
short consisting of between one and four
sentences. 3 longer format might consist of
several paragraphs but should never exceed
one--two pages in length. If the information
one
you need to communicate exceeds one- one-two
pages it is better to write a report.
ëives busy readers information fast
3nnounce mompany 0olicy
Makes a request
Explain a 0rocedure
mlarify Information
3lerts reader to a problem
Reminds readers about a meeting, policy & procedure
To make suggestions
To report on progress
m
|hy write memos?
Inform why a problem/procedure is important
Indicate why changes are necessary
ëive precise dates, times, location and costs
m
3sk readers to call you if they have any
questions
Request a reply - in writing over the telephone,
via e-
e-mail, or in person ² by a specific date
0rovide a list of recommendations that the
readers are to accept, revise or reject
§ow to write a memo
Memos should have the following sections and content:
The message.
Unless the memo is a brief note, a well-
well-organised memo
message should contain the following sections:
Situation - an Introduction or the purpose of the memo
0roblem (optional) - for example: "Since the move to the new
office in Kowloon Bay, staff have difficulty in finding a nearby
place to buy lunch."
Solution (optional) - for example: "0roviding a microwave oven in
the pantry would enable staff to bring in their own lunchboxes and
reheat their food."
3ction - this may be the same as the solution, or be the part of the
solution that the receiver needs to carry out; e.g. "we would
appreciate it if you could authorise up to $3,000"
0oliteness - to avoid the receiver refusing to take the action you
want, it is important to end with a polite expression; e.g. "Once
again, thank you for your support.", or more informally "Thanks".
Signature
This is optional.
3
&'
If this meets with your approval, we would
appreciate it if you could authorize up to $3,000
for the purchase of the microwave oven.
Samantha Ng
To: §ealth & Safety committee
From: John, chairperson, § & S committee
* §eader
Subject line
Opening paragraph
* Supporting details/explanation
mlosing
Ô)
0robably the most important part of your memo
summarize the p of your memo, e.g.:
XRequest for assistance with grant projectµ
Xmonsequences of recent material theftsµ
.
.
In this segment, include all of the details that
support your ideas and recommendations for
solving the problem. You may also choose to
propose future problems that may arise and
discuss how your recommendations ensure these
problems will not occur .
m
If necessary, summarize what you want
recipient(s) to do.
0rovide clear instructions, including deadlines
where applicable.
0rovide further references/contact information
when appropriate.
mlosing segment
3
j $
)
, Be upfront and non-
non-
generic as to what the memo is about.
| -
-
, Optimally, the first
sentence or two should contain what you want the
readers to know or act upon.
m
, mheck for needless words; keep the memo
to one page or less, and use attachments or separate
summaries for additional information.
m , Keep the memo structure simple and
logical, limit one idea per paragraph.
m
, If needed, add a conclusion, or
closing, to your memo to reaffirm or
summarize the memo's points.
is a
foundational document for many businesses of all
sizes. mommonly referred to as The Memorandum,
this document essentially defines the relationship
between the company and the outside of the world.
The contents of the memorandum touch on the
relationship to clients, vendors, and distributors. In
addition to defining relationships, this type of
memorandum also indicates the amount of shares a
company is authorized to issue, and the range of
operations that the company will engage in the
pursuit of profitability.
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.-/
Used in most business organizations.
Because of the ease of creating and the speed of
sending, email messages have partially replaced
the memo and the letter.
Delivery of an e-
e-mail message takes place within
minutes, whether the receiver is in the same
building or in a location anywhere in the world.
§ + -
-
E-Mail format is similar to a memo format.
E-Mail §eading
includes the same information as the memo
TO
FROM
D3TE
SUBJEmT
§ + -
-
E-Mail §eading (mont.)
mc: line for sending a copy of the message to
additional individuals
Bcc: line for sending a copy of the message to
someone without the receiver knowing.
3ttachment: line for attaching files to the e-
e-mail
message.
§ow Body should be spaced
0aragraphs begin at left margin.
3ll paragraphs are single spaced