MEMOS E-rasise the word

IEMORANDUM

A memo is a written message from one person to another (or several people) Etlt|e reciDient's
designation
within the same organisation. Memos (or memoranda) serve several purposes: - 'rd
s name ano
designation
o to provide information (initials of
o to request information -5se
* and typist)

o to inform of actions, decisions Date of issue

6 necessary
o to request actions, decisions. - creany
bpic of the
Some companies have pre-printed forms for internal memos but very often -t€ message

templates are saved on word processing systems. The typist then only has to
insert the relevant details alongside the given headings'

EU Format
The following format is an easy, clear method for displaying internal memos.
r-l-seEfated
-dlEmemo rdrinq
r-f c['dlsbn
rn chse

cllse
a E!5firy

tFe
rIb
-rd b
ItE

6-a 9ef,lrlr
ffir
\\--s

16 urtr 1 . wRtrrEN coMMUNlcATl0N - AN oVEBVIEW

 Memos

- : -1s se the word

"]EI\10
RAN DUI\4 MEMORANDUM
,lr several PeoPIe) i tr're recipient's

. - several purposes:
-.^d designation To ChristineWinters,AdministrativeAssistant
: -::T S name anO
designat on From Sally Yap, PA to Chairman
: .'ce
:-rer
(initials o{
and typist)
Ref SYiJJ
Date of issue Date 14 August 200-
- :- :- S necessary
-...aing clearly
- INHOUSE DOCUMENT FORMATS
'- -r tnn. nf thF
::,o: but very often message Many congratulations on recently joining the staff in the Chairman's office.
:>: rhen only has to I hope you will be very happy here.

I am enclosing a booklet explaining the company's general rules regarding

document formats. However, I thought it would be helpful if I summarised the
rules for ease of reference.

1 DOCUMENT FORMATS
.,: internal memos.
rf tne memo All documents should be presented in the fully blocked format using open
: 3e separale0 punctuation. Specimen letters, fax messages, memoranda and other
t:ns reacntng
:-. c0nclus 0n documents are included in the booklet. These examples should guide you in
an0 ctose our reouirements.
2 SIGNATURE BLOCK (LETTERS)

ln outgoing letiers it is usual practice to display the sender's name in

capitals and the title directly underneath in lower case with initial capitals.
3 NUMBERED ITEMS

In reports and other documents it is often necessary to number items. In

such cases the numbers should be displayed alone with no full stops or
brackets. Subsequent numbering should be decimal, ie 3.1, 3.2' etc.
-:-tary close I hope these guidelines will be useful and that you will study the layouts shown
: -ecessary
in your booklet. lf you have any questions please do not hesitate to ask me.

:':r S gnalure
::': rame and
S"ffy U+
Enc

::lr0pTrate) Copy PersonnelDepartment

Set a high standard in all your correspondence - high standards in correspondence suggest a high
fF)
-1-. standard in business generally,

PRESENTATION OF BUSINESS DOCUIMENTS 17

Faxmqes

FAX MESSAGES Fully blocl

When a pre
A fax machine is a relatively inexpensive essential item of equipment for any in preparins
business. Fax messages may be sent between branches of the same company or
to external business associates. Today many communications which would
normally be sent by letter are in fact sent by fax. $fhen referring to the model
@ Turn
letters in this book, therefore, the text of the messages may be used in fax
communications or indeed as e-mail messages. 21 AS
Sh€ffi(
s26 2l

IItr Printed form or template

Many companies have a standard printed form for use when sending fax mes-
sages. Very often a template is designed for calling up on computers and word
FA)( M
processors. Operators need then just key in the relevant information' Here is
an example of how a printed fax form or a template might be designed. To
Company
Fax Nurrl

Fax From
Bef
Date
Number c
To From
(includl4
Company Date

Fax No No of Pages (including this page)

VISTTTO

Thank yo
am very !
hotel.

I lwill bea
Accorrrn
Scotts R(
I will be t
departs n
| look fon
-
goG X

18 urutr 1 . wRrrTEN c0MMUNtcATl0N - AN 0vERVtEW

 Fax messages

IlEl Fully blocked stYle

when a pre-printed form is not available, the fully blocked style may
be used

equipment for anY in preparing a fax message, as shown in this example'

l,: same comPany or
.:rons which would
:-rring to the model -:,;:fea0e0 laPt]i @ Turner Gommunications Mobile Phone specialists
:ral be used in far
21 Ashton Drive
Sheffield Tel +441142871122
S26 2ES Fax +44 114 2871123
Email TurnerComm@intl.uk

L=n sending far mes-

*Jn-Iputers and word re tne ma n FAX MESSAGE
. - . \'lESSAGE'
.riormation. Here is
-.: be designed. To Susan Gingell, General Manager
' '.?i ngs aTe Company Asia Communication (Singapore) Pte Ltd
:: :'at al tne
Fax Number 65 6767677
::-i s can be
. r ? 0ngsLde From uow Chwee Leong, Managing Director
Ref LCUDA
-:.-: to state Date 6 June 200-
::- _ii pages Number of Pages
-:'lg SenI (lncluding this Page) 1

, r- may be
: :':ierred
rcluding this Page) - _ snoutO VISIT TO SINGAPORE
:
r :JpLC 0I next month' I
: ':ssage Thank you for calling thrs morning regarding my trip to Singapore
grateful to you for offering to meet me at the airport and drive me to my
am very
hotel.

I will be arriving on flight SQ101 on Monday 8 July

at 1830 hours'
:: e lax
Hotel,
-cDe Accommodation has been arranged for me at the Supreme International
: eIIer
Scotts Road.
I will be travelling up to Kuala Lumpur on Sunday 14
July on MH989 which
departs from Singapore Changi Airport Terminal 2 at 1545 hours'

- cse I look forward to meeting You.

go4r" G/r'at4'e' gea4rg

-; You are being iudged on how you write - so learn to write well!

PRESENTATION OF BUSINESS DOCUMENTS 19