Presentation

By Saima Fazal

Contents
 Definition  Purpose  Audience Analysis  General Format  Types of Memo

Business Letters in English

Business letters are formal paper communications between, to or from businesses. It consists of:

1. Letter 2. Memo 3. Fax

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What is a Memo?
 A memo is a document typically used for communication within a company.  The heading and overall tone make a memo different from a business letter. Because  generally you send memos to coworkers and colleagues, you do not have to include a formal salutation or closing remark.
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Purpose of a Memo
 to persuade  to inform  to request  to express thanks  to introduce a person or policy  to recommend  to apologize  to congratulate  to reject/offer a proposal  to remind  to invite/welcome  to follow up  to formalize decisions

Audience Analysis
Knowing your audience is very important when writing a memo.  The typical audience for a memo is co-workers and colleagues.  If writing a memo to employees from other companies working on the project.Do not only write that a meeting will take place by listing the date and time but also give details.
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Audience Analysis (Continue)

 Always include some way for them to get in touch with you and other members of the team working on the project. For example: if you are writing a memo for a paper, does your audience already know  What the paper is about?  What further information do they require to provide understanding?

General Format
General format of Memo.  Heading  Message  Tone  Length  Format Guidelines

General Format 1)Heading

 TO:  FROM:  DATE:  SUBJECT:

General Format 2)Message

 First sentence of the memo should answer that question with a purpose statement. The best purpose statements are concise and direct.  Always tell readers why memo is being written.  Is your memo a result of a situation? For instance, "As a result of yesterday's meeting..."  Is your memo a reminder? For instance, "The presentation is due February 12.

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General Format 3)Tone

Sending memos to those working within the company, memo can be written in informal tone . For example, you might refer to your colleagues by their first names or use humor. However, always keep in mind that you still need to be professional. Ask yourself how the company's president would react to your memo.
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General Format

4)Length
 Memos are generally short, concise documents.  However, you may have to write longer memos, depending on topic.For example, a memo might present the new guidelines for a specific office task.  Some memos might even introduce a short report. In this case, you might include the report in the memo.  The memo might be a separate document, introducing the report.
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Format Guidelines
 Memos have one-inch margins around the page and are on plain paper  All lines of the memo begin at the left margin  The text begins two spaces after the subject line  The body of the memo is single-spaced, with two spaces between paragraphs  Second-page headings are used, as in business letters  The second page includes who the Memo is to, the page number, and the date  The sender usually signs the Memo using initials, first name, or complete name
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TYPES Of MEMORANDUM:

1. Directive 2. Response to an Inquiry 3. Trip Report 4. Field/Lab Reports

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TYPES Of MEMORANDUM: 1)Directive

A directive memo states a policy or procedure you want the reader or co-worker to follow. The body of the memo should begin with a clear, concise sentence that states the purpose of the memo
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TYPES Of MEMORANDUM:

2)Response to an Inquiry
The purpose of this memo is to provide the audience with desired information. It usually has four parts:  purpose statement  summary  discussion  action

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TYPES Of MEMORANDUM: 3)Trip Report

Trip report memo is usually sent to a supervisor after an employee returns from a business venture.Structure  purpose statement  summary  discussion  action

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TYPES Of MEMORANDUM:

4)Field/Lab Report Memo

Memos are often used to report on inspection and procedures. Include the problem, methods, results, and conclusions, but spend less time on the methods section.

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TYPES Of MEMORANDUM: 4)Field/Lab Report Memo (Continue)

A field or lab report memo has the following structure:  purpose of memo  summary  problem leading to the decision to perform the procedure  methods  results  conclusions  recommendations

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THE END
Thank you

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