MEMOS

Ahmad Uzair L15-5425

Hasin Ahmed L15-5410
Shehzad Ahsan
Fasehab Shaheen L15-5423
MEMORANDUM

• A memorandum or memo is a note, document or other communication that helps in recording events
or observations on a topic and may be used in a business office.
• It is an official note from one person to another from the same organization.
MEMO REPORTS

• An informal report format often used to reply to a request for information.

• Longer and more complicated types of memos.
• Contains more information.
SIGNIFICANCE(PURPOSE)

• Memorandum has two folded Purpose.

1. They bring attention to problems.
2. They solve problems.
GENERAL GUIDELINES FOR MEMOS

1. Know your purpose

2. Know your reader
3. Follow correct format
4. Follow the ABC format
• Abstract
• Body
• Conclusion
GENERAL GUIDELINES FOR MEMOS
5. Use the 3C's strategy for persuasive messages
• Capture
• Convince
• Control
6. Stress the “You” attitude
7. Use attachment for details
8. Be diplomatic
9. Edit carefully
10. Respond quickly
ABC FORMAT

• Clear statement of memo’s purpose

Abstract
• Outline of main parts of memo

• Supporting points with strong points at the beginning or end

• Frequent use of short paragraphs or listed items
Body • Absolute clarity about what memo has to do with reader
• Tactful presentation of any negative news
• Reference to attachment, when much detail is required

• Clear statement of what step should occur next

Conclusion
• Another effort to retain goodwill and cooperation of readers
TYPES OF MEMOS

1. Request Memo:

• The request should be clearly stated.

• The reason for the request should be presented.
• Explain financial costs involved.
• Give recommendations.
TYPES OF MEMOS

2. Confirmation memo:

• Be specific
• Enumerate the major points
• Encourage feedback
TYPES OF MEMOS

3. Periodic Report Memo:

• The memo should be designed as a fill-in form on which data can be entered quickly.
• can be duplicated and re-used.
• Provide space for descriptive commentary
TYPES OF MEMOS

4. Ideas and Suggestions Memo:

• Begin with positive comments and then present suggestions for change.
• Use headings to highlight ideas and suggestions.
• Be specific.
TYPES OF MEMOS

5. Informal Study Results Memo:

• State the purpose at the beginning.

• Use headings and sub-headings
• Be specific and address different issues one by one.
• Write the memo in informal language.
GOOD EXAMPLE OF A REQUEST MEMO
GOOD EXAMPLE OF A CONFIRMATION MEMO
GOOD EXAMPLE OF A PERIODIC REPORT MEMO
GOOD EXAMPLE OF IDEAS AND SUGGESTIONS MEMO
GOOD EXAMPLE OF INFORMAL STUDY REPORT MEMO
POOR EXAMPLE OF A REQUEST MEMO
POOR EXAMPLE OF A PERIODIC REPORT MEMO
POOR EXAMPLE OF IDEAS AND SUGGESTIONS MEMO
REFERENCES

• Technical writing a practical approach 5th edition by William Sanborn Pfeiffer

• http://www.businessmanagementideas.com/memos/memo-types-5-main-types-of-memos/3251
THANKYOU!