MEMOS

What are memos?

Memo = Memorandum
 What are memos?

• Written internal communications

• Advise or inform staff of company policies and

procedures.
 Memo Style

• Usually quite formal

• Impersonal
 Memo Layout
• Headed paper → company’s informati on, which

department has issued the memo.

• Who it is to
• Who it is from
• The subject (Topic)
• The date
 Guide to Contents
1.Title
2.Body
 Title

Title (topic): noun phrases

E.g.

(1) Introduction of shiftwork

(2) Annual audit

(3) Pension scheme

 Body

How many paragraphs?

optional
 Body – Points to include

1. Introduce the subject

(1) A shiftwork system is to be introduced next month.

(2) The annual audit will begin on 1 March 20—.

(3) A contributory pension scheme is to be introduced as from 1 July

20—.
 Body – Points to include

2. Explain to the staff how they will be

affected in general
(1) The shiftwork system will affect all employees in this branch of Halliwell

& Fischer and will be introduced on a two- shift basis: 06.00 to 14.00 hours,

and 14.00 to 20.00 hours. Your department manager will inform you...

(2) The auditors will require offices, which means that some members of

staff will be temporarily transferred to other offices in the building...

(3) Members of staff who join the pension scheme will contribute 6% of their

gross monthly salary. The contributions will go towards a retirement benefit

 Body – Points to include
3. When changes take place or policies
become affective
(1) The scheme will take effect from 1 February 20—.

(2) The annual audit will begin on 1 March and should take about

three weeks...

(3) Deduction of contributions to the scheme will start in the month

 Body – Points to include
4. Which staff will be affected

(1) All production staff, supervisors, and factory managers will be

involved...

(2) The audit will affect all branches of the company. Staff will be

expected to explain the loss of any equipment or damage to...

 Body – Points to include
4. Which staff will be affected

(3) The pension scheme will only affect those members of staff who

were employed on or before 1 January 20—. Employees who joined

after that date will be included in the scheme as soon as they have

completed six months‘ full-time employment.

 Body – Points to include
5. What should be done
(1) Please see your supervisor or department manager to find out

which shift you will be working on for the first month. Another memo

will be circulated next week, explaining a bonus scheme which will

be introduced as part of the new arrangement.

(2) Please see either your supervisor or department manager for

 Body – Points to include
5. What should be done
(3) Everyone included in the scheme will receive a booklet, PP301,

giving details of how the pension plan will work and what benefits

they / their beneficiaries will receive. Two copies of a contract will

also be enclosed. You should sign both copies, and return one to your

department manager before 21 June 20—. Please keep the other for
 Body – Points to include
6. Advise staff where they can go for an
explanation or how to communicate their
comments or complaints.
(1) If you have any problems with your shift allocation please

contact your supervisor or department manager.

contact
(2) If there are any problems you would like to discuss before the

auditors arrive, please contact your department manager.

 Body – Points to include
6. Advise staff where they can go for an
explanation or how to communicate their
comments or complaints.
(3) The booklet should explain the scheme clearly, but if there is

anything you do not understand, or if you are already in a pension

scheme that might be affected by this plan, please inform your

department manager as soon as possible.