The Different Types of Memo Announcement Memo 1 MEMORANDUM To From Date Subject : : : All Staff Elaine Thomas, Administrative

Officer 12 May 2002 : Operating Instructions for New Copying Machine

Introduction Main point

A new photocopier has been installed in the general office. All staff are welcome to use it. To ensure the copier's survival, it is important to keep the following procedures in mind: Use the machine for no longer than 30 minutes at a time After use, allow the machine to cool for at least five minutes Make sure the switch is turned off after use.

Secondary Information Action

Please speak to me if you have any questions about the machine.

Announcement Memorandum 2

Sample Memo to Employees Program Announcement

Date: <Todays Date> To: All Employees From: <Company Official> RE: New Recycling Program

Did you know that up to 70% of the trash from an office like ours is paper that can be recycled? Our recycling efforts are important because <Name of City> must meet a Statemandated goal of recycling 50% of its trash by the end of 2000, or face fines of up to $10,000 per day. Since businesses produce over 50% of the citys waste, it is critical that we do our share to help meet the recycling goal. Recycling has an additional benefit of reducing our waste disposal expenses, which helps lower the buildings operating costs. And of course, recycling helps preserve natural resources every ton of paper recycled saves 17 trees! With this in mind, we are implementing a new recycling program in our offices. I encourage you to actively participate in our companys recycling effort. The enclosed flyer describes what can be recycled in our paper recycling program. The custodial staff can collect the office paper from centralized containers located throughout the office. In addition, you can call <Name of Contact> at <Phone number> to obtain desk-side containers you need one. These containers make it very easy for employees to recycle paper at their desks. With everyones participation, I am confident that we can do our part to help the citys recycling efforts. If you have any questions, please call me at <Phone number>. Thank you for your assistance and participation.

Authorization Memo MEMORANDUM To From Date Subject Packages

Background information

: : :

M. John K. Doherty, Manager 12 May 2002 : Purchase of Accounting Computing

Your findings on our existing computing packages identified inadequacies. Your proposal indicated two new packages suited to our current and projected needs. Actions 1. Please order these packages from the supplier nominated in the proposal and arrange for their installation on our terminals as soon as possible. 2. Could you organize and be involved in training each of our computer operators? 3. Please see me sometime on Wednesday to arrange a reduction in your regular responsibilities to give you time to complete the project.

Main point

Secondary Information Action

Request Memo MEMORANDUM To From Date Subject

Main point Secondary Information Action

: : :

Section Heads Ravi, Operational Manager 12 March 2002 : Planning of Work Schedules July-December

Work schedules for July to December are now being prepared. To help us plan these in a manner that suits all sections, please let me have the holiday schedules for the employees in section by 24/3/2002

Example Directive Memo 1

MEMORANDUM

TO: FROM: DATE: SUBJECT:

Design Team #362 W.B. Working May 27, 1997 Project Schedule

As a result of yesterday's meeting, I suggest we follow the project schedule listed below. Remember, we must submit a Proposal by noon on July 2. Schedule Task Divide research into groups and compile information Review designs from Kate and Bill. Write Proposal Review Proposal Submit Proposal for printing Completion Date June 6 June11 June 23 June 26 June 27

Directive Memorandum 2

Memo To: All Staff From: Heady the Head Honcho Date: June 1, 2006 Re: New Memo Format Effective June 1 In order to make interoffice communications easier, please adhere to the following guidelines for writing effective memos: Clearly state the purpose of the memo in the subject line and in the first paragraph. Keep language professional, simple and polite. Use short sentences. Use bullets if a lot of information is conveyed. Proofread before sending. Address the memo to the person(s) who will take action on the subject, and CC those who need to know about the action. Attach additional information: dont place it in the body of the memo if possible. Please put this format into practice immediately. We appreciate your assistance in developing clear communications. If you have any questions, please dont hesitate to call me. Thank you.

Persuasive Memorandum

Memo

To: Andy Andler, Benita Buchanan, Charles Chavez CC: Darcy Danko From: Heady the Head Honcho Date: June 1, 2006 Re: Need for New Memo Format Ive noticed that we dont seem to be able to communicate important changes, requirements and progress reports throughout the company as effectively as we should. I propose developing one consistent memo format, recognizable by all staff as the official means of communicating company directives. While I know this seems like a simple solution, I believe it will cut down on needless e-mail, improve universal communication and allow the staff to save necessary information for later referral. Please talk among yourselves to determine the proper points of memo writing and return the input to me by 12 noon. I will then send out a notice to the entire staff regarding the new memo format. Thank you for your prompt attention to this.

Technical Memorandum
Memo To: Heady the Head Honcho, Andy Adler From: Darcy Darko Date: June 15, 2006 Re: Update on the T-12 Phase Three testing As we enter Phase Four of the T-12 testing, I wanted to provide a progress overview of the Phase Three testing. The body of the memo might include two-four paragraphs outlining the purpose of the memo. If this is a longer memo, each paragraph will have a subhead to help guide the reader through the document. Finally, the writer includes a summary paragraph, which features bullets highlighting the main points of each previous paragraph, and concludes the memo with a stated action required by the reader or writer. A quick note about the use of "memo" vs. "memorandum:" it doesn't really matter. It falls in line with the style selected by the writer.