MEMO WRITTING

Memo writing is something of an art form. A letter is

not a memo, nor is a memo a letter. A memo is a short,
to the point communication conveying your thoughts,
reactions or opinion on something. A memo can call
people to action or broadcast a bit of timely news.
With memo writing, shorter is better.
 PURPOSE OF MEMO
• Usually you write memos to inform readers of
specific information
• You might also wright a memo to persuade
other to take action, give feedback on an issue,
or react to a situation however most memo
communicate basic information, such as
meeting times or due dates.
 TYPES OF MEMOS
There are many types of Memos which of the are
following.

• REQUEST MEMO
• CONFIRMATION MEMO
• PEROIDIC REPORT MEMO
• IDEAS & SUGGESTION MEMO
• INFORMAL STUDY RESEARCH MEMO
 REQUEST MEMO
The objective of a request memo is to gain a
favorable response to a request. The memo
must be written in a convincing way. The
memo is direct and clear, but not suitable
from the reader’s point of view. As a result
it may even fail to achieve its objective.
CONFIRMATION MEMO
A confirmation memo is designed to
confirm in writing something that has
been agreed to verbally. Consider, for
example, the sales manager who
promises to provide sales coverage to
six more cities if the general manager
provides him with three additional
salespeople.
PEROIDIC REPORT MEMO
Through this study we have concluded that
most of the jawed Habib customers are loyal.
Not a single customer has observed any kind
of advertisement by jawed Habib and that
jawed Habib functions purely on the basis of
word of mouth and the customers walking
past.
Mostly customers visit jawed Habib because
of its services.
IDEAS &SUGGESTION
MEMO
Sometimes memos are used to convey
ideas or suggestions. Very often managers
ask subordinates for suggestions for
tackling certain problems. In such
instances, an ideas and suggestions memo
is required.
 
INFORMAL STUDY
RESEARCH MEMO
Organizational personnel are sometimes
asked to write the results of an informal
study in a memo. The objective of the
message is to present the information in an
easy-to-read, understandable form.
 ADVANTAGE OF MEMO
WRITTING

 SIMPLE : First of all it should be mentioned that

memos are very simple in form and easy to use.
 TIME SAVING : As memos are written in very
brief form it saves valuable time.
 NO FORMALITIES : Infect no formality is
maintained in a memo. Salutation and
complementary closing are also avoided from a
memo.
 ADVANTAGE OF MEMO
WRITTING
 SPECIFIC : Perhaps the most important
advantages of a memo are it is to the point.
Only the main message are written very briefly
in a memo.
 LESS COSTLY : Memos are also cost saving. It
is written in simple papers and can be
transmitted very cheaply.
 DISADVANTAGE OF MEMO
WRITTING

 LIMITED SCOPE :The major demerits of a memo

are its scope is limited. Detail information cannot
be provided by a memo.
 LACK OF SECRECY :In case of memo secrecy is
not maintained, thus secret messages cannot be
transmitted through memos.
 NO SUITABLE FOR EXTERNAL
COMMUNICATION :Another shortcoming of
memo is it cannot use for external communication.
 EXAMPLES OF MEMO
 PERSUASIVE MEMORANDUM :
To: Mary McGee, Alistair Warwranka, George Lipton 
CC: Dorothy Barrie 
From: The Boss 
Date: June 1, 2006
Re: Need for New Memo Format

I’ve noticed that we don’t 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.

lease 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.

 EXAMPLES OF MEMO
 DIRECTIVE MEMO :
To: All Staff
From: The Boss 
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: don’t 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 don’t hesitate to call me. Thank you.