Introduction to Writing Memos Ae Wht is a memo? Check the meaning of the following words. Word Part of speech | Formal/Fullform | Definition Memo Amemois: = ahard-copy (sent on paper) document = used for communicating inside an organisation = usually short Why 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. ® When to we need fo write a mem? ‘Study the following situations. Put a tick if you think a proposal is needed. 1 The Government would like to find out why the 'fishbell revolution’ took place in Mong Kok in early February. The Chief Executive would like to carry out a new policy in every government ae deportment The boss is announcing a current staff member wil be leaving the company. The Advertsing Consultant has been promoted to Advertising Director. aia The boss wants to remind the staff to come to work on time. es A staff member would like to confirm on appointment vith other staffin the company. ‘McDonald’ is seeking opportunites to cooperate with other fast food chains. C. Structure of a proposal i. Circle the things we should include in a proposal. Sender's name Receiver’s name Date Time Address Subject line Purpose of writing Signature Wl wteung2929@ ced. ne) Page 10f 7Sample Memo: D. Subject Line The subject Ine of your meme should reflect the topic and seope of your message. Read the example below and write suitable subject lines for questions 1 and 2. To: Administrative Staff From: Simon Hanks, Manager Sublect: Invoices * (Too vague) Notification of Proper Procedure for issuing invoices © What the memo is about: to set proper procedure for issuing invoices Comploints regarding wrong invoices © Whatthe memo is about: to deal with customers’ complaints about wrong invoices: ‘To: Department Heads From: Nelson Giggs, CEO Subject: Showroom # (Too vague) ‘To: Department Heads From: Nelson Giggs, CEO Subject: Notification of ‘What is the memo about: to collect data on the ‘To: Department Heads Use of the showroom From: Nelson Giggs, CEO Subject: Reminder of ‘To: Department Heads From: Ne'son Giggs, CEO “What is the memo about: to remind staff af the booking procedure of the showroom Subject: Waming about ‘What is the memo about: to alerting staff aaout office safety hazards Wil tcurgzsee aus) Page 2 0f 7To: All Staff To: All Staff From: Judy Kong, Director From: Judy Kong, Director Subject: Annual Leave * (Too vague) Subject: What is the memo about: to update staffabout alae taking annual leave in 2016 From: Judy Kong, Director Subject: To: All Staff ———_{_|"——_ | From: tudy Kong, Director What is then yout: £9 remind staff ofthe 2016 annual leave application procedure Subject: “What is the memo about: to announce a new policy on taking annual leave E. Useful business expressions Memos should be clear brief and simple. itis important that the reader gets the key message quickly on reading the memo, If you want your readers to take action, that can be indicated by using a simple prepositional phrase like “for your (noun) (eg. information)". Write down the noun form of the verbs below. Verb Noun Verb Noun Tact consider a advise a sien 5 approve refer For each of the following situations, write a sentence to be put in a cover memo using a “for your (noun)” prepositional phrase. How you want your reader to react to your message ‘Attachment/Enclosure AA sentence in your memo 2 service contract sgn her name 2.9. Thave attached the service contract for vour signature. ‘raft proposal tell you what she thinks after reading the proposal Proposal foranew | give you the green light to promotional campaign | launch the campaign manual on setting up a | read through the manual and staff email account | set up her own account Wa twteng23256@eedae) Page 3.0f7F. Offering ahice in a meio _ . 0°28 eee “ 20 @ Reader feels more s * comfortable CS @ Reader may not be aware of the significance © Reader will be more aware of the significance @ The reader may be upset wok. ‘Advice Mild] strong Fa: Toould adie you to double cheek with your suporotsor about your plan 76. You have to double check with your supervisor about your plan. 2a. As supervisors, we must speak to employees who arrive late for work individually. (2b, Te would be a better idea to speak to employees who arrive late For work individually, rather than sending a memo to all staff. Ba. You should never wait wit the last minute to work on the project since problems may arise causing the toum to miss the deadline. We. Wright rk want to wat wel The Tas rare to work on the project sce provleris ‘may arise causing the tea to miss the deadline. Ba Giving advice + My advice is (not) to consul ferry obowt the take over + Lwould (not) advise/recommend you to tronsfer your funding to the emerging markets. + if possible, it would be best to assign o team to hondle the toke-over. + You can/could/may/might (not) postpone the delivery date ifyou cannot meet the production schedule, ‘Bb Giving strong advice: + You (do not) need to confer the destination with customers before arronging delivery. + You shoutd/must (not) inform your clients about movernents fa ther investment accounts + You (do not) have to setle the overdue payment this week + itis (not) necessary to hire more staff in order to meet our production schedule. POPGPD Giving very strong advice (pethaps a command): + Stay in the office ifthe block rainstorm signol is issued ducing office hours. + Do not take ony storoge device containing confidential data cwwoy from the office. al (deung2s296 tm th} Page 4.087Complete the sentences using the information given. Situation: There have been complaints about staff members found smoking in the office, especially when they are working overtime at night. Possible advice: take breaks outside the office area Tone: Strong > Situations Many employees have been taking sick leave due to colds and fiu in the past two months, Possible advice: wash hands frequently / weara mask / consult a doctor Tone: Mild ‘Situation: Some designers could not submit their projects on schedule due to the frequent breakdown of their PCs. Possible advice: back up files frequently Tone: Strong. > Situation: Your company would like to encourage employees to follow 3 snexgoevacinng practices wehilachey-aralarth offlen: 3 Possible advices give awards to emoloyees to recognise their efforts eS Tone: Mild i utieang2328@vee.NK)& Lets practice ‘Your campary is gaing to implamant 2 nex housekeeping plan to enhanca workplace safety, Yeur boss hes asked you ta write a memo gving instructions to all stat your comoary. Read your notas in italics) balowand complete tha mama, Some parts have bean done fer you. ‘Meme: implement company housekeeping pion Purpose: workplace sofety and efficiency The plan — deveioped by exteraal consultant & appraved by Board of Directors Highlights ia memo: Neutness & Cleanliness Action by: Qesigaaes * folders: in cumericai order + use coioured stickers > easy 10 identify ‘not to use cutting instruments on drawing tables > prevent tables from being scratched Action by: fanitors ‘clean the drawing tables every day > avoid glue stains; Safety at Work Action by: Ageinistrative Offrers “purchase ergonomically designed furniture allow staff ie maintain healthy posture “past waning signs on special entrances > avoid accidents Action by: Technicians check electrical sockets > make sure + overtoad > avoid fre ‘ oaung0@CPD Corporation MEMORANDUM TO: All staff FROM: Nadia Wan, General Manager DATE: 8 March 2016 SUBJECT: Implementation of housekeeping plan In order to enhance workplace safety and increase work efficiency, a housekeeping plan has been developed for the company by an external consultant. The plan has been approved by the Board of Directors and attached is the hardcopy of the guidelines in the plan for your reference. 1 would like to highlight some practical examples below to be followed in the office: Neatness & Cleanliness We believe that following the suggested guidelines will bring many benefits for both the company and staff. If you have any problems regarding the implementation of the housekeeping plan, please contact me at ext. 1102.