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| 

The word memorandum is derived


from the Middle English word
'memorandus' meaning 'to be
remembered'.
j  
 |
 
3  is an internal document that is
generally short, focuses on a single topic, reports
information, makes a request, or recommends
action.
It follows specific forms, depending on the
organization.


 3 memo or memorandum is a type of
communication commonly used in businesses.
Memo's are sent to colleagues and co-
co-workers.
They differ from letters as they are more
informal and do not require a salutation or a
closure statement as in ë



.
.
  

  

 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?

 Memos are useful in situations where e-mails or text


messages are not suitable. For example, if you are
sending an object, such as a book or a paper that needs
to be signed, through internal office mail, you can use a
memo as a covering note to explain what the receiver
should do.
j  
 Intent
 3ction Desired

 E.g. I would like to draw your attention


to the upcoming holiday season«.
Ô  
 Depends on the audience within the
organisation

 molleagues ² friendly, cooperative


 Managers/Boss-- more formal (respect)
Managers/Boss
Ô 
 Introduction
 - Know your reader(s)
 - Tell readers what prompted you to
write (procedure, question, policy)
 Link the first sentence of your memo to your subject
line
 Explain briefly any background information the reader
needs to know
 |hat kind of action desired/expectations
ë 

 
 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:

 3 'To' section containing the name of the receiver. For


informal memos, the receiver's given name; e.g. 'To: 3ndy' is
enough. For more formal memos, use the receiver's full
name. If the receiver is in another department, use the full
name and the department name. It is usually not necessary
to use Mr., Mrs., Miss or Ms unless the memo is very formal.

 3 'From' section containing the name of the sender. For


informal memos, the sender's other name; e.g. 'From: Bill' is
enough. For more formal memos, use the sender's full name.
If the receiver is in another department, use the full name
and the department name. It is usually not necessary to use
Mr., Mrs., Miss or Ms unless the memo is very formal.
 3 'Date' section. To avoid confusion between
different date systems, write the month as a
word or an abbreviation; e.g. 'January' or 'Jan'.
 3 Subject §eading.
§eading.

 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  

 To: ëeneral Manager


From: Samantha Ng, Office Manager
Date: 8 March 2009
Subject: 0urchase of a Microwave Oven
·j  
3t the monthly staff meeting on Thursday, 5 March 2009, you
requested information about the possible purchase of a microwave
oven. I would now like to present these details.
!ë " 
Since the move to the new office in Kowloon Bay, staff have
difficulty in finding a nearby place to buy lunch.
#3 $

0roviding a microwave oven in the pantry would enable staff to


bring in their own lunchboxes and reheat their food. 3lso, staff
members are less likely to return to work late after lunch.
%Ô 
3 survey found that staff would like to use the microwave oven.
Îm


Brand Model 0rice


0hilip M903 $2,800
Sharp 6145X $2,600

&' 

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

Date: 8th March 2009

Subject: Room changed for next meeting

 Ô (··3 



   · ·
 

* §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

 specific, concise and to the point


  
 momplete summary of your memo
 provide:
 context
 task/action/request

 summary of the rest of the memo

 Best: put your intent into the first sentence


 
 
 
.

.
State the purpose of the memo and identify the
purpose in three parts; the context of the
problem, the particular assignment, and the
purpose of the memo. Identify the exact reason
for writing the memo and make it clear to the
reader.
Ô   
* 
 Maintain a global structure, such as findings A
implications A action items
 arrange facts in a logical order
 don·t provide more detail than necessary
 use bullet points where appropriate
ë  

"Ô
 One essential portion of a memo is the task statement where you
should describe what you are doing to help solve the problem. If
the action was requested, your task may be indicated by a
sentence opening like,
 "You asked that I look at...."
 If you want to explain your intentions, you might say,
 "To determine the best method of promoting the new fall line, I
will...."
 Include only as much information as is needed by the decision-
decision-
makers in the context, but be convincing that a real problem
exists. Do no ramble on with insignificant details. If you are
having trouble putting the task into words, consider whether you
have clarified the situation. You may need to do more planning
before you're ready to write your memo. Make sure your
purpose--statement forecast divides your subject into the most
purpose
important topics that the decision-
decision-maker needs.
ë  
 Ô  
.

.
This segment should provide a brief statement
of important suggestions. This will help the
reader quickly understand the key points of the
memo. The summary can also include links or
references to sources that you have used in your
research on the issue.
ë  
 

 
.


 
.
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

mlose the memo with a friendly ending that


states what actions you want the reader to take.
monsider the ways that the reader can benefit
from the information in the memo and how
these changes will be advantageous.
 
 
  

 3 

 Make sure you document your findings or provide


detailed information whenever necessary. You can do
this by attaching lists, graphs, tables, etc. at the end of
your memo. Be sure to refer to your attachments in
your memo and add a notation about what is attached
below your closing, like this:
 3ttached: Focus ëroup Results, January-
January- May 2007
 +   
 |     , monsider education,
background, company status, and recipient needs.

 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   , Keep your message


distilled to accessible language, no showing off.
 Õ   , Use a neutral or positive tone
where applicable, avoid emotionally-
emotionally-charged
words.

 m  
 , If needed, add a conclusion, or
closing, to your memo to reaffirm or
summarize the memo's points.

 Õ , Follow company-


company-specific
guidelines, use short paragraphs, bullet
points, and strategic placement of details.
Utilize memo writing standards.
standards.

 ë 

 Make a plan first before writing your memo


 Ensure your message is as clear as possible
 Separate the message into points
 Take time to improve your presentation
 Use numbered points and sub-
sub-headings
Formatting

 Left-alignment for text is standard for


Left-
memos.
 Margins should be one-
one-inch.
 Use single spaces within paragraphs and lists,
double--space between sections.
double
 Text is blocked or modified (first line of each
paragraph indented) block, without right-
right-
margin justification.
 |rite short paragraphs and use bullet points
where applicable.

   
 Memorandum of Understanding (MOU)/
Memorandum of 3greement (MO3)
 0rivate 0lacement Memoranda
 Memorandum of 3ssociations
      
 .

 . This
document is used to define and document the
perimeters of a working relationship between
two parties. ëenerally, the body of this note
addresses the main reason for the
partnership, the anticipated outcome, and the
general terms and conditions that will govern
the business arrangement. In many cases, the
Memorandum of Understanding serves as a
precursor to a more formal contract.
 3   3 ( 3 3,,
is similar to the Memo of Understanding, in
that the document is used to spell out the
terms and conditions that will apply to all
participants in a joint project. §owever, the
MO3 tends to go into more detail, outlining
processes and procedure in addition to
addressing the general perimeters of the
working arrangement.
  $    is a
common communication tool that is involved
in securities offerings. This type of
memorandum is normally addressed to a
selected number of accredited investors, and
includes all pertinent details surrounding the
sale of the security, including the final date
that the offer will be honored.
    3

  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.
   .-
 .-/
 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

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