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Group members

SYED MUSTAFA (16L-5498)


HASEEB ULLAH (16L-5493)
AMIR HAYAT (16L-5494)
ARSALAN SALEEM (16L-5486)
What is Memo

 A memorandum letter or simply known as memo is a letter containing


a statement that is usually written by higher authorities of an
organization for the purpose of sharing information.
 Aims to record and relay information, and to make brief appeals
 essential in the field of business as it helps build good relationships
 helps in establishing accountability of things and saves you hassle
and time than writing a letter will
  Memos are generally less formal than a letter.
Purpose

 Memos have a twofold purpose:


1. they bring attention to problems and
2. they solve problems.
 To accomplish their goals by informing the reader about new
information like policy changes , by persuading the reader to take
an action, such as attend a meeting etc.
 To connect the purpose of the writer with the interests and needs of
the reader.
Audience

 Choose the audience of the memo wisely


 Ensure that all of the people that the memo is addressed to need to
read the memo.
 If it is an issue involving only one person, do not send the memo to
the entire office.
 Be certain that material is not too sensitive to put in a memo.
 Memos are most effectively used when sent to a small to moderate
amount of people to communicate company or job objectives.
Significance

 Inexpensive:
1. Communicate without ink or papers expenses.
2. No paper disposal.
 Evidence:
1. Helps in avoiding any conflict.
 Timeline Snapshot:
1. To show what was happening in a company at a specific point.
2. Shows company’s actions, goals and who initiated them.
Significance

 Less Disruptive:
1. Businesspeople are able to produce and deliver memos
unobtrusively.
 Delivery:
1. It takes just one person to hand the memo out to employees or
put it in the employee mailbox.
2. Digital Memos can be distributed with a single click.
 Critical Thinking:
1. Gives a clear picture of intent behind writing.
Structure

 Company Name
 Heading Segment

The heading segment follows this general


format:
• TO: (readers' names and job titles)
• FROM: (your name and job title)
• DATE: (complete and current date)
• SUBJECT: (what the memo is about,

highlighted in some way)


Structure
Structure

Opening Segment
 The purpose of a memo is usually found in the opening

paragraph and includes:


1. The purpose of the memo: to clarify the reason that why
should the audience read a particular document.
2. The context.

3. The problem.

4. The specific assignment or task.


 Gives the reader a brief overview of what the memo will be

about
 The more direct the memo plan, the more explicit the

introduction should be.


 The introduction should be brief, and should be

approximately the length of a short paragraph.


Structure

Context
 The event, circumstance, or background of the
problem you are solving.
 Use a paragraph or a few sentences to establish the
background.
 State the problem.
 Include only what your reader needs, but be sure it
is clear.
Structure

Task Segment
 To describe what you are doing to help solve the problem.
 If the action was requested, your task may be indicated by a sentence
opening like, "You asked that I look at....“
 If you want to explain your intentions, you might say, "To determine
the best method of promoting the new fall line, I will....“
 Include only as much information as is needed by the decision-makers
in the context
 be convincing that a real problem exists.
 Do no ramble on with insignificant details.
 If you are having trouble putting the task into words, consider whether
you have clarified the situation.
 Do planning before writing a memo.
 Make sure your purpose statement divides your subject into the most
important topics that the decision-maker needs.
Structure

Summary Segment
 If your memo is longer than a page, include a separate

summary segment.
 Not necessary for short memos.
 This segment:

1. Provides a brief statement of the key


recommendations you have reached.
2. helps reader to understand the key points of the
memo immediately.
3. includes references to methods and sources you have
used in your research.
Structure

Discussion Segments
 Longest portion of the memo.
 Parts in which you include all the details that support your

ideas.
 Begin with the information that is most important.
 Start with your most general information and move to your

specific or supporting facts. (Be sure to use the same


format when including details: strongest to weakest.)
 Include strong points and evidence to persuade the reader

to follow your recommended actions.


 If this section is inadequate, the memo will not be as

effective as it could be
Structure

Closing Segment
 Close with a courteous ending that states

what action you want your reader to take.


 Make sure you consider how the reader will

benefit from the desired actions and how you


can make those actions easier.
 Example: "I will be glad to discuss this

recommendation with you during our


Tuesday trip to the spa and follow through
on any decisions you make."
Structure

Necessary Attachments
 Document your findings or provide detailed
information whenever necessary. You can do this
by attaching lists, graphs, tables, etc. at the end of
your memo.
 Refer to your attachments in your memo
 Add a notation about what is attached below your
closing,
 Example: 4 Attached: Focus Group Results,
January- May 2007 Contributors: Courtnay Perkins,
Allen Brizee
Basic Steps to write an
Effective Memo
1. Prewrite
 Purpose
 Audience

2. Draft
3. Revise
 Content
 Organization
 Tone

4. Refine
 Word Choice
 Sentence smoothness

 Correctness
 Overall Design
Types of memo
 Informational – deliver information

 Instructional – deliver instruction


Informational memo
 Conveys one or more pieces of information
 Reveal new or refresh old information
 Provides a reason why information is relevant

to render
Informational memo
 Present most important information first
 Make sure it answers WH questions
 End by offering to be assistance if there are

any questions/uncertainties/doubts
Instructional memo
 Conveys one/more directives
 Calls for and expect action to be taken
 Provides enough information to understand

what the instructions are, who issued them,


when, and why action needs to be taken
Instructional memo
 Important to build background for why
instructions are relevant
 May include discussion – show readers how

instruction fit into larger picture


 Summary may include bulleted directives that

will be elaborated on in discussion


 End by offering assistance
BAD MEMO EXAMPLE
Bad memo

Example # 1
Bad memo
Bad memo
Bad memo

No proper
background
given
Bad memo

No proper
background
given

Contains
harsh/blaming and
vague language
Bad memo

No proper
background
given

The writer does not invite any


Contains personal discussion of the
harsh/blaming and problem, but instead, seems to
vague language retreat behind a parentlike
admonishment
Bad memo

Example # 2

It does not answer all the


questions a supervisor needs
to have answered

Writer comes across as


unprofessional and vague
GOOD MEMO EXAMPLE
Good memo

Example # 1

Contains natural
language

States the problem


clearly

Stresses teamwork to
achieve mutual goals

Invites a face-to-face
conversation in a
neutral location
Good memo

Example # 2

Looks
Professional

Provides an
account of the
accident

The result of
accident and
what further
action is
required

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