DEVELOPING

MEMOS AND
MEMO REPORTS
ARIS PET ANGELI A. SUAREZ
INTERNAL COMMUNICATIONS
The purpose of this internal communications is to inform or to
persuade the receiver through explanation, justification,
recommendation, poor evaluation. As in all communications, the
basics for communicating effectively in memos and memory
report include:
• Determining the purpose of the communication
• Identifying the audience
• Considering what the audience needs to hear
• Developing the memo or memory report in a clear, logical
manner
In addition, when preparing these internal communications, it is
important to remember to do the following:
• Use a positive approach.
• Developed the you-attitude.
• Use the active voice.
• Apply the six C's of communication.
• Choose simple, familiar, conversational, appropriate words.
• Vary the length and structure of sentences and paragraphs.
• Use an appropriate tone.
 ROUTINE MEMOS
The memo format is valuable for internal communication because a memo does the
following:
• Carries a special informality and gets a friendly reception (because of both the writer
and the reader or part of the same organization).
• It provides a written record of a message. It allows several individuals to receive the
same message.
• Communicates in all directions:
o Upward to supervisors, managers, and executives
o Downward to subordinates
o Laterally among people of equal rank, teams, and so on

• Conveys information between departments, teams, and so on.

• Uses a variety of delivery systems including electronic mail and fax.
PURPOSE OF MEMOS
Routine memos serve to:

• Share information • Confirm

• Request • Inform
• Congratulate • Instruct
• Recommend • Reply
• Direct people • Express appreciation
• Announce • Persuade
MEMO PLANNING

• Why are you writing the memo?

• What situation or problem you are addressing?
• Who will receive the memo?
• What kind of information the receivers need?
• Why the receiver is need this information?
• What questions or concerns the receivers may
have?
MEMO ORGANIZATION
Parts of a Memorandum

 Heading
 Body
 Enclosure Notation
 Identification Line
APPROACHES FOR WRITING MEMOS

 Direct Approach
 Indirect Approach
 Persuasive Approach
Tone of a Memo

The tone of a memo may differ from the tone of a letter or a

report written to someone outside and organization because the
memo writer is often more interested in presenting facts than in
persuading the reader. In fact, the writer is usually willing to let the
reader form his or her opinions. The writer assumes that the reader -
a coworker - will work with him or her to serve the needs of the
organization. For this reason, memos are usually written in a direct,
no-nonsense style and are organized in a straightforward pattern.
Memo Report

 Types of Business Report

 Formal Report
 Informal Report
Parts of Formal Report

• Title page • Tables and/or figures

• Letter or memo of • Summary
transmittal • Conclusions
• Table of contents • Recommendations
• Summary or synopsis • Appendix
• Introduction • Bibliography
• Body or text of several
pages
FUNCTIONS OF MEMO REPORTS

 Informational Reports
 Analytical Reports
PURPOSE OF MEMO REPORTS

o Why is the report being requested?

o What do I, the writer, need to find out before writing the
report?
o What kind of information does the reader need to
understand?
o How, where, and when will the reader use the
information?
o Where can the information be obtained?
o When is the information needed?
TYPES OF MEMO REPORTS

o Progress/status Reports: generated specific intervals

o Periodic Reports: generated on a regular schedule
o Informational Reports: generated on an as-needed basis
Progress Report
Periodic
Reports
Informational
Report
RECOMMENDATIONS IN MEMO
REPORTS
If you have been asked to make a recommendation, make it the
main point of your memo. Be sure to find out whether you should
describe specifically how to carry out your recommendation. Also,
consider whether you should mention alternatives to your
recommendation.

Including possible alternatives as well as your recommendation

will make your memo report complete - he will be telling the reader
what he or she has asked for as well as offering your own ideas.
Preparing Meeting
Communications
Types of Meetings

 Formal Meetings
 Informal Meetings
 Electronic Meeting
Components of Meeting Notice

 Name of the committee or meeting group

 Day and date of the meeting
 Time of the meeting
 Location
 Purpose of the meeting
 Agenda (a written plan for a meeting)
 Any other applicable information, such as what materials
to bring.
Format of Meeting Notices

▪ Announcements
▪ Letters
▪ Memos
▪ Postal Cards
▪ Meeting Requests on email and calendaring
system
Meeting Agendas

 Identifies the objectives for the meeting

 Prepares participants for the meeting
 Lists the person responsible for each item of business
 Defines the time allotted to each topic, if
appropriate, and the order of discussion
Components of an Agendas
 Name of the group or  Committee/team/task force
organization reports
 Day and date of meeting  Items of business
 Location of Meeting ➢ Old business
 Time (beginning and ending) ➢ New business
 Meeting objectives or purpose ➢ Action Items, if applicable
 Call to order  Adjournment
 Approval of minutes
 Treasurer’s report, if applicable
Format Agendas
Meeting Minutes

 To prevent any misunderstanding of meeting actions

 To keep absentees and other interested parties informed of
decisions
 To provide a basis of discussion for the next meeting
 To provide an official written record of the meeting results.
Organization of Minutes

 What was done or agreed upon

 Who agreed
 When the action is required
Procedure for Conducting Business
at Meetings

 The specifics of each motion made, including any amendments

 The names of both the person who made the motion and the
person who seconded it
 The action taken (motion passed, failed, or was postponed)
Format of Informal Minutes

 Memo Heading
 Subject Line
 Attendance List
 Agenda Topics
 Concluding Comments
Format and Content of formal
Minutes
Format
• The heading should start with the name of the group typed either
in all-capital Letters and boldface or in initial capital letters that are
boldface and a larger font size.
• All margins should be at least one inch.
• Use single spacing with double spaces between paragraphs.
• Use side headings to separate items of business so readers can
quickly locate specific information.
• Continuation pages should have a header with date of meeting
and page number.
Content
• In the heading, the name of the group and the day, date, time, and location of
the meeting
• In the, opening paragraph, the time the meeting was called to order, who called
it to order, and who served as secretary or recorder
• Names of the people present (and, if applicable, names of persons absent and
names of guests and speakers)
• Disposition of previous minutes Treasurer's report
• Officer's or director's report
• Committee/team/task force reports
• Summary of topics covered in chronological order
• Motions presented in exact wording; name of persons who made and seconded
motions; actions taken on motions
• Announcements, including information about next meeting
• Time of adjournment
• Name and signature of person preparing minutes
Distribution of Minutes

1. Verify the accuracy of the minutes.

2. Review decisions and responsibilities assigned.
3. Note actions taken or to be taken.