WRITING A MEMORANDUM

A memorandum is: an in-house document directed to colleagues or other staff. not intended to be circulated outside of the business. constructed according to a specific format, so that whoever sees it knows immediately that it must be read.

CONSTRUCTING MEMOS
The writer must first have a good reason for writing the memo. Once the message is clear to the writer, then the target audience must be decided.

The writer needs to consider how the audience should respond to the memo.

REMEMBER
Remember these three things when writing a memo: Message Audience Response

PARTS OF A MEMO
Heading name of the organisation in which the memo is circulating. To: From: name of person /group receiving memo name of person sending the memo

Subject: main idea of the memo

PARTS OF A MEMO (Contd)

Date: when the memo will be sent

Message: content of the memo

Cc: others outside the target audience who will receive the memo

PLEASE SIGN
The person responsible for the memorandum should sign it.

The signature appears after the name in the From line.

Reference for task 1

MEMORANDUM TO: All departments of Hunan Foreign Trade I/ E Corp. FROM: Office of Hunan Foreign Trade I/ E Corp. DATE: Sept. 28 SUBJECT: New timetable Purpose: let all staff know the details of the new timetable A new timetable listed below is to come into effect from Oct.1, please follow it. ATTACHMENT Time Item 7:50-8:20 breakfast 8:20-8:30 office clean 8:30-9:00 regular meeting 9:00-12:00 handling routine matters in office 12:00--13:00 lunch 13:0016:00 R&D of the market 16:00-16:30 report 16:30 off duty

Step 8 Summary
1. The writing skills in report memo composition is inclusive of the writing of the heading, the writing of the body, the selection of the words and mood, etc.