Writing a Memo

According to Barrot (2018), a memorandum or memo is used to inform or persuade people within a certain
organization. Hence, it is a tool for internal communication. Similar to a news article, a memo follows an inverted
pyramid. It starts with the most important information and ends with the least important details.
The good thing about using a memo is that it reaches a large number of readers at the same time. It also provides a
written record in the company that can be accessed any time by authorized personnel. Finally, it allows the accurate
and detailed delivery of message since it is made internally.
There are five types of memo: instruction memo, request memo, announcement memo, transmittal memo,
and authorization memo. An instruction memo calls for action since it conveys directives to the readers. An example
is a memo giving directions to the employees on how to have their annual physical check-up. The second type of
memo is the request memo. This memo asks readers to provide certain information or take a particular action. An
example is a memo requesting fund for the annual planning. The third type of memo is the announcement memo
which provides information about event, person, or thing. An example is a memo announcing a town hall meeting. A
transmittal memo is another type of memo that serves as a cover note for more extensive enclosed document. An
example is a memo transmitting an annual report to the board of directors. Finally, an authorization memo gives
permission. An example is a memo allowing an employee to take a leave of absence.
Below are examples of memos introduced by Ambedkar (2012) for instruction memo, OfficeWriting.com (2003)
for request memo, Suyat (ND) for announcement memo, FLIPHTML (ND) for transmittal memo, and TemplateLAB
(ND) for authorization memo.

Guidelines in Writing a Memo

 Use bullets (non-sentence items do not require chronological arrangement), numbers (sentence items that
require chronological arrangement), and letters (sentence items that do not require chronological
arrangement) to list information.
 Be concise with the language.
 Maintain a professional and positive tone at all times.
 Use active verbs.
 Use headings to highlight topics.
 Correct grammatical and typographical errors.
 Follow the standard format.
 Sign beside your typed name (as a sender). Use only your initials and not the full signature.
 Flush left the To, From, Date, and Subject lines.
 Conclude the memo by saying Thank you or through a directive action (e.g., For your compliance, For your
immediate action).

Parts of a Memo
Memo Head – It identifies the sender, his/her address, and contact number/s.
Date Line – It serves as a chronological record for reference purposes. When writing the date, the month should be
spelled out. Never use plain numerals for dates to avoid confusion. Instead of using 03/02/16, use March 2, 2011 or
02 March 2016.

“To” Line – It indicates the name and title of the receiver. Use “for” if you are sending a memo to your superior and
“to” if the receiver of your memo is your colleague or a subordinate.
“Attention” Line – It is used when the writer wishes to address the whole company but wants to bring the subject of
the memo to the attention of a particular person. You may use either of these two formats: Attention Mr. Ramon
Balo and Attention: Mr. Ramon Balo
“Through” Line – It is used when the memo sender is a subordinate who writes to a person (primary receiver of the
letter) who is higher in position than his/her immediate superior. Preferably, the number of people in the “through”
line should not be more than two. If more than two, the rest should be placed in cc section.

“From” Line – It indicate the name of the sender. The sender should affix his/her initials on the right side of his/her
name for verification purposes.
“Subject” Line – It tell the main content or subject of the memo. Subject is more preferred than the old term Re (or
regarding).
Body – It contains the message of the memo. When writing the body of the memo, take note of the following
guideline:
Lines are single-spaced while paragraphs are double-spaced. If the memo is very short, the lines can be double-
spaced.
Paragraphs in the memo should not be indented.
When discussing a number of subtopics, use topic heading so that the reader can quickly locate information.
If the memo exceeds one page, begin the following page with the recipient’s name, date, and page number which
are placed three lines from the page top. For example: Mr. Gomez, March 12, 2016, page 2.
Identification Initials – It indicates the typist’s initials if the sender is not the one who personally encoded the
document.
Enclosure Notation – It refers to the attachments to the memo. This section can be written in either of the following
formats: Enclosures (2), Enclosure or enc./encl.
Copy Notation – It indicates the name of the secondary recipients of the memo. It is indicated by cc: which means
carbon copy or courtesy copies.

Minutes of a Meeting

Meetings are an essential part of an organization. And equally important is how information that has been
shared and discussed during a meeting is recorded. This is the reason minutes of a meeting are considered an
integral component of any meeting.
What are minutes of a meeting? They are a written record of what happened and had been discussed during a
meeting. They serve as an official record that summarizes the proceedings.
For some, taking minutes is a daunting task especially if the meeting is complicated and involves heated
arguments.

Before the Meeting

1. Record the advance notice for absences and inform the presiding officer about it.
2. Know your meeting agenda and use it to guide you in organizing the information.
3. Identify your recording method (e.g., notebook, audio recorder, laptop, shorthand).
4. Know the names of the participants before the meeting starts.
5. Make a minutes template which will help you facilitate the taking of notes.

During the Meeting

1. When taking meetings during the actual meeting, use only the initials of the speakers.
2. Use a chronological order in each cluster but a topical arrangement based on the agenda for
the main heading of the minutes.
3. Use simple past as the standard verb tense.
4. Be factual and brief by not incorporating editorial comments or subtle slanting of factual
statements. An example of a statement with editorial comments is as follows: As always, Mr. Ramos rejected the
proposal of Ms. Perez.
5. Capture the gist of the meeting. Summarize rather than transcribe. However, use the
verbatim recording for parliamentary points: motions, resolutions, and points of order. State motions and
amendments accurately including the name of the source. Generally, the name of the seconder of the motion is not
entered unless ordered by the body.
6. Enter the number of votes for each side when an issue is put to the vote.
7. Focus on action taken rather than topics discussed.
8. Incorrect: Attendance should be observed by the faculty members during the department
meeting.
9. Be objective. If someone you do not like or made an excellent suggestion, include it.

After the Meeting

1. Type the minutes while facts are still fresh in your mind.
2. Single-space the text paragraphs.
3. Number all pages.
4. Place the corrections made in the previous minutes above the affected line or on the margin.
 5. Do not discard the original minutes. If you retype the page, attach the original to the revised
one.
6. Keep your notes until the minutes have been approved in the next meeting.
7. Clarify with the speakers items which are unclear to you.

Parts of the Meeting

INTRODUCTION
1. Name and address of the organization.
2. Type of meeting (special, executive, committee, board, regular, emergency)
3. Call to order: time, date, and presiding officer
4. Attendance (For groups of under 20 members, list both the present and absent members.)
BODY
1. Reading, correction, and approval of the previous minutes: “I move that the minutes of
meeting dated January 16 be approved as corrected.”
2. Business arising from the previous minutes of meeting.
3. New Business
a. Agenda 1
b. Agenda 2
c. Agenda 3
CONCLUSION
1. Announcement (including the time and date of the next meeting)
2. Other matters (new topics that may be covered in future meetings)
3. Time of adjournment
4. Name and signature of the minutes-taker and the presiding officer (e.g., Respectfully
submitted by Moran Homa)

Résumé

A résumé (often called curriculum vitae) is a sales tool. While it summarizes your skills, education, experiences,
and other qualifications, a résumé should also show how you can be an asset to a company and how your
qualifications address the needs of the employer.
A résumé serves several functions. First, it serves as a proof of accomplishments, skills, and experience. It also
shows the skills that a applicant can bring to the company and how better he/she is than the other candidates for
the job. Also, an effective résumé helps the applicant proceed to the next stage of the recruitment process; that is,
the interview stage. Given all these, a résumé functions as a persuasive document for one’s employment.
With the advent of technology, some companies prefer an electronic version of the résumé. Known as the
e – résumé, it is non-paper, viewed on screen, stored on a hard drive, sent over the Internet, and manipulated into
other types of documents.

Types of Résumé

There are three common types of résumé: chronological, functional, and combination. A chronological
résumé lists items in reverse chronological order. These items include employment history, educational background,
and organizational affiliations among others. It is considered to be the most popular type of résumé. Generally, a
chronological résumé is best for applicants with career progression. Unlike a chronological résumé, a functional
résumé emphasizes the skills of the applicants and de-emphasizes job titles and employment dates. This type of
résumé is best for job-hoppers, career changers, new graduates, or people with minimal work experience. The
combination format contains the features of both the chronological and functional types. It usually starts with a brief
career profile, followed by a list of skills relevant to the job and other credentials listed in chronological order. This
résumé is best for people with steady career growth within an industry or profession.

Below are examples of chronological résumé taken from TEMPLATE.NET (2020), functional résumé by
Shields (2017), and combination format suggested by Eastern Illinois University (2020).

SOCIAL MEDIA
 Social media is a collective term for websites and applications that focus on communication, community-
based input, interaction, content-sharing and collaboration. People use social media to stay in touch and interact
with friends, family and various communities. Businesses use social applications to market and promote their
products and track customer concerns. Business-to-consumer websites include social components, such as comment
fields for users. Various tools help businesses track, measure and analyze the attention the company gets from social
media, including brand perception and customer insight.
Social media has enormous traction globally. Mobile applications make these platforms easily accessible.
Some popular examples of general social media platforms PPPinclude Twitter, Facebook and LinkedIn.
Use of Social Media in Presenting a Business Message

A Quick Guide to Setting-up Social Media Accounts for Your Business

Social media has become an integral part of today’s marketing landscape. Here is a step-by-step guide to
enable you quickly and easily set-up social media accounts for your business given by Aspire Internet Design (2001).

10 Top Social Media Sites for Your Business

1. Facebook
2. Facebook Messenger
3. Instagram
4. Pinterest
5. Snapchat
6. Youtube
7. Twitter
8. LinkedIn
9. Tiktok
10. Yelp


Nonverbal communication means conveying information without using words. 1 This might involve using certain facial
expressions or hand gestures to make a specific point, or it could involve the use (or non-use) of eye contact,
physical proximity, and other nonverbal cues to get a message across.
A substantial portion of our communication is nonverbal. In fact, some researchers suggest that the percentage of
nonverbal communication is four times that of verbal communication, with 80% of what we communicate involving
our actions and gestures versus only 20% being conveyed with the use of words.2
Every day, we respond to thousands of nonverbal cues and behaviors, including postures, facial expressions, eye
gaze, gestures, and tone of voice. From our handshakes to our hairstyles, our nonverbal communication reveals who
we are and impacts how we relate to other people.
0 seconds of 2 minutes, 7 secondsVolume 90%

2:07
9 Types of Nonverbal Communication
9 Types of Nonverbal Communication
Scientific research on nonverbal communication and behavior began with the 1872 publication of Charles
Darwin's The Expression of the Emotions in Man and Animals. Since that time, a wealth of research has been devoted
to the types, effects, and expressions of unspoken communication and behavior.
Nonverbal Communication Types
While these signals can be so subtle that we are not consciously aware of them, research has identified nine types of
nonverbal communication. These nonverbal communication types are:
. Facial expressions
. Gestures
. Paralinguistics (such as loudness or tone of voice)
 . Body language
. Proxemics or personal space
. Eye gaze, haptics (touch)
. Appearance
. Artifacts (objects and images)
Facial Expressions
Facial expressions are responsible for a huge proportion of nonverbal communication.3 Consider how much
information can be conveyed with a smile or a frown. The look on a person's face is often the first thing we see, even
before we hear what they have to say.
While nonverbal communication and behavior can vary dramatically between cultures, the facial expressions for
happiness, sadness, anger, and fear are similar throughout the world.

Verywell / Joshua Seong

The Universal Expression of Emotion
Gestures
Deliberate movements and signals are an important way to communicate meaning without words. 4 Common
gestures include waving, pointing, and giving a "thumbs up" sign. Other gestures are arbitrary and related to culture.
For example, in the U.S., putting the index and middle finger in the shape of a "V" with your palm facing out is often
considered to be a sign of peace or victory. Yet, in Britain, Australia, and other parts of the world, this gesture can be
considered an insult.
Nonverbal communication via gestures is so powerful and influential that some judges place limits on which ones are
allowed in the courtroom, where they can sway juror opinions. An attorney might glance at their watch to suggest
that the opposing lawyer's argument is tedious, for instance. Or they may roll their eyes during a witness's testimony
in an attempt to undermine that person's credibility.
Paralinguistics
Paralinguistics refers to vocal communication that is separate from actual language.5 This form of nonverbal
communication includes factors such as tone of voice, loudness, inflection, and pitch.
For example, consider the powerful effect that tone of voice can have on the meaning of a sentence. When said in a
strong tone of voice, listeners might interpret a statement as approval and enthusiasm. The same words said in a
hesitant tone can convey disapproval and a lack of interest.
How to Develop a Strong Speaking Voice
Body Language and Posture
Posture and movement can also provide a great deal of information.6 Research on body language has grown
significantly since the 1970s, with popular media focusing on the over-interpretation of defensive postures such as
arm-crossing and leg-crossing, especially after the publication of Julius Fast's book Body Language.
While these nonverbal communications can indicate feelings and attitudes, body language is often subtle and less
definitive than previously believed.
Understanding and Improving Body Language When You Have Social Anxiety
Proxemics
People often refer to their need for "personal space." This is known as proxemics and is another important type of
nonverbal communication.7
The amount of distance we need and the amount of space we perceive as belonging to us are influenced by several
factors. Among them are social norms, cultural expectations, situational factors, personality characteristics, and level
of familiarity.
The amount of personal space needed when having a casual conversation with another person can vary between 18
inches and four feet. The personal distance needed when speaking to a crowd of people is usually around 10 to 12
feet.
Eye Gaze
The eyes play a role in nonverbal communication, with such things as looking, staring, and blinking being important
cues. For example, when you encounter people or things that you like, your rate of blinking increases and your pupils
dilate.
People's eyes can indicate a range of emotions, including hostility, interest, and attraction. People also often utilize
eye gaze cues to gauge a person's honesty. Normal, steady eye contact is often taken as a sign that a person is telling
the truth and is trustworthy. Shifty eyes and an inability to maintain eye contact, on the other hand, is frequently
seen as an indicator that someone is lying or being deceptive.
However, some research suggests that eye gaze does not accurately predict lying behavior. 8
 How to Overcome Eye Contact Anxiety
Haptics
Communicating through touch is another important nonverbal communication behavior. Touch can be used to
communicate affection, familiarity, sympathy, and other emotions.
In her book Interpersonal Communication: Everyday Encounters, author Julia Wood writes that touch is also often
used to communicate both status and power.9 High-status individuals tend to invade other people's personal space
with greater frequency and intensity than lower-status individuals.
Sex differences also play a role in how people utilize touch to communicate meaning. Women tend to use touch to
convey care, concern, and nurturance. Men, on the other hand, are more likely to use touch to assert power or
control over others.
There has been a substantial amount of research on the importance of touch in infancy and early childhood. Harry
Harlow's classic monkey study, for example, demonstrated how being deprived of touch impedes development. In
the experiments, baby monkeys raised by wire mothers experienced permanent deficits in behavior and social
interaction.
Appearance
Our choice of clothing, hairstyle, and other appearance factors are also considered a means of nonverbal
communication.10 Research on color psychology has demonstrated that different colors can evoke different moods.
Appearance can also alter physiological reactions, judgments, and interpretations.
Just think of all the subtle judgments you quickly make about someone based on their appearance. These first
impressions are important, which is why experts suggest that job seekers dress appropriately for interviews with
potential employers.
Researchers have found that appearance can even play a role in how much people earn. Attractive people tend to
earn more and receive other fringe benefits, including higher-quality jobs. 11
Culture is an important influence on how appearances are judged. While thinness tends to be valued in Western
cultures, some African cultures relate full-figured bodies to better health, wealth, and social status.
How Person Perception Helps Us Form Impressions of Others
Artifacts
Objects and images are also tools that can be used to communicate nonverbally. On an online forum, for example,
you might select an avatar to represent your identity and to communicate information about who you are and the
things you like.
People often spend a great deal of time developing a particular image and surrounding themselves with objects
designed to convey information about the things that are important to them. Uniforms, for example, can be used to
transmit a tremendous amount of information about a person.
A soldier will don fatigues, a police officer will wear a specific uniform, and a doctor will wear a white lab coat. At a
mere glance, these outfits tell others what that person does for a living. That makes them a powerful form of
nonverbal communication.
Nonverbal Communication Examples
Think of all the ways you communicate nonverbally in your own life. You can find examples of nonverbal
communication at home, at work, and in other situations.
Nonverbal Communication at Home
Consider all the ways that tone of voice might change the meaning of a sentence when talking with a family
member. One example is when you ask your partner how they are doing and they respond with, "I'm fine." How they
say these words reveals a tremendous amount about how they are truly feeling.
A bright, happy tone of voice would suggest that they are doing quite well. A cold tone of voice might suggest that
they are not fine but don't wish to discuss it. A somber, downcast tone might indicate that they are the opposite of
fine but may want to talk about why.
Other examples of nonverbal communication at home include:
 Going to your partner swiftly when they call for you (as opposed to taking your time or not responding at all)
 Greeting your child with a smile when they walk into the room to show that you're happy to see them
 Leaning in when your loved one speaks to show that you are listening and that you are interested in what
they're saying
 Shoving your fist into the air when you're upset that something isn't working
Nonverbal Communication in the Workplace
You can also find nonverbal communication in the workplace. Examples of this include:
 Looking co-workers in the eye when speaking with them to be fully engaged in the interaction
 Throwing your hands in the air when you are frustrated with a project
 Using excitement in your voice when leading work meetings to project your passion for a specific topic
  Walking down the hall with your head held high to convey confidence in your abilities
Nonverbal Communication in Other Situations
Here are a few additional examples of nonverbal communication that say a lot without you having to say anything at
all:
 Greeting an old friend at a restaurant with a hug, handshake, or fist bump
 Placing your hand on someone's arm when they are talking to you at a party to convey friendliness or
concern
 Rolling your eyes at someone who is chatting excessively with a store clerk as a line begins to form
 Scowling at someone who has cut you off in traffic, or "flipping them the bird"
Why Nonverbal Communication Is Important
Nonverbal communication serves an important role in conveying meaning. Some benefits it provides include:
 Strengthening relationships: Nonverbal communication fosters closeness and intimacy in interpersonal
relationships.
 Substituting for spoken words: Signaling information that a person might not be able to say aloud. This can
be helpful in situations where a person might not be heard (such as a noisy workplace) or in therapy
situations where a mental health professional can look at nonverbal behaviors to learn more about how a
client might be feeling.
 Reinforcing meaning: Matching nonverbal communication to spoken words can help add clarity and
reinforce important points.
 Regulating conversation: Nonverbal signals can also help regulate the flow of conversation and indicate both
the start and end of a message or topic.
Nonverbal communication is important because it can provide valuable information, reinforce the meaning of
spoken words, help convey trust, and add clarity to your message.