Memos

 A memo is a short piece of writing

used by an officer of an
organisation to communicate
within the organisation.
 It is most common means of
comunication between
departments.
 A memorandum is considered
“inside” correspondence.
A memo is less formal than a letter.
 It is written to someone in your It usually conveys one idea and is likely to
company. be short.
Effective memos are clearly written with
the objective stated in the first sentence.
Advantages of a Memoranda

 Written Communication in memo leaves no scope for ambiguity

and confusion. It can be used for Giving the instructions clearly.
 Since it is record of facts and decisions, it can be used in future
to establish accountability.
 It gives time to receiver of communication to deliberate upon it
and react accordingly.
 Inexpensive
 Convenient
 Future Reference
 Quick
 Fixing Accountability
 Purpose of writing a memo

 For Conveying routine messages

 For Submitting periodical reports
 For communicating changes in organisation
 For issuing instructions to the staff
 For Confirming a decision made at phone.
 For calling explanations
 For asking certain special information
 For granting or withdrawing certain permission to do
something.
 For writing suggestions.
 Format Of Memo

Date:
From: VicePrsident: Gopa
To:
Subject:

Gopal
Example Memos
MEMO
To: Katherine Chu, Regional Manager
From: Stephen Yu, Sales
Date: 29 May 2008
Subject: Notification of My Resignation
I am writing to inform you of my intention to resign
from G & S Holdings.

Stephen
Example Memos
 MEMO
I have appreciated very much my four years working for
the company. The training has been excellent and I have
gained valuable experience working within an efficient
and professional team environment. In particular, I have
appreciated your personal guidance during these first
years of my career.
I feel now that it is time to further develop my knowledge
and skills base in a different environment.

Abc
Example Memos
MEMO
I would like to leave, if possible, in a month's time on
Saturday, 28 June. This will allow me to complete my
current workload. I hope that this suggested
arrangement is acceptable to the company.
Once again, thank you for your support.

ABC
Example Memos

MEMO
To:  Health & Safety Committee
 From: Joe Chan, Chairperson, H&S Ctte
Date: 29 May '08 
Subject:  Room change for next meeting
The meeting on Saturday, 28 June has been changed to
Room 101.
 Check Your Memo

Is is easy to find the Have you removed

main point? unnecessary words?
Would it help to Is your memo filled with
underline, indent, or technical jargon?
bullet the main points? Is it positive?
Does your memo have Does it “step on
plenty of white space for anyone’s toes”?
easy readability?
 Assignment
Write a memo telling your professor about the
problems you encounter or faced in College
In which you will answer the following questions:
What are the problems? Why are they problems? And
what is your plans to solve it?
What is the different between a memo and a business
latter and What is the purpose of a memo.

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