Written communications

(Reports and Memos)

Memos
Learning Objectives
studying this chapter, you should be able to
Discuss the purpose and format of a memo.
Understand effective strategies for business memos.
WHAT IS A MEMO?
A memo (or memorandum, meaning “reminder”) is normally used for
communicating policies, procedures, or related official business within an
organization.
It is often written from a one-to-all perspective (like mass communication),
broadcasting a message to an audience, rather than a one-on-one,
interpersonal communication.
It may also be used to update a team on activities for a given project, or to inform
a specific group within a company of an event, action, or observance.

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Memo's purpose
Memo’s purpose is often to inform, but it occasionally includes an element of
persuasion or a call to action.
All organizations have informal and formal communication networks.
The informal communication network within an organization is often called
the grapevine, and it is often characterized by rumor, gossip, and innuendo.
On the grapevine, one person may hear that someone else is going to be laid off
and start passing the news around.
Rumors change and transform as they are passed from person to person, and
before you know it, the word is that they are shutting down your entire department.
 Memo's purpose
One effective way to address informal, speculation is to spell out clearly for all
employees what is going on with a particular issue.
If budget cuts are a concern, then it may be wise to send a memo explaining the
changes that are imminent.
If a company wants employees to act, they may also issue a memorandum.
WHAT IS A BUSINESS MEMO?
Basically, it is an in-house business letter. Like a business letter, a business
memo is a type of professional writing. However, a business memo differs
from an ordinary letter in several important ways:

1) It is written in a specific format, which will be described later.

2) Unlike a letter, you do not sign your name at the bottom of your memo.
Instead, you write your initials next to your name at the top of the
memo.

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Purpose Of Memo
A business memo serves a very useful purpose. (Memos solve problems)
It helps members of a business organization communicate, without the need for time-consuming
meetings.
It lets someone know something they need to know in an effective and efficient manner.

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Purpose- Example
Mr. Howard has asked me to arrange a working lunch for all
members of the writing staff, at the main office, sometime before the
end of the month.
The purpose of this memo is to request authorization to purchase a
sound card and a modem for the computer in the front office.
This memo confirms the details of your tour of the new processing
plant, as we discussed over the telephone this morning.

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Used for all kinds including
Short note

Exchange information

Request information

Instruct employees

Report results

Small reports

Internal proposals

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Memos’ Role
Play an important role in management:
Keeps employees informed
Motivates employees
Keeps their moral high

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To achieve this goal
Memos Should Convey the message in a clear
and accurate way

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Memo Format
I. Heading
II. Opening
III. Discussion
IV. Closing
V. Summary
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 Activity

What are the structure of the Memo ?

Compare between memo and business letter?

https://www.youtube.com/watch?v=EsFLe3l303A
I. Heading
TO: (readers' names and job titles)
FROM: (your name and job title)
DATE: (Month day, year)
SUBJECT: (what the memo is about, highlighted in
some way)

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From Line
It is a good idea to initial your name in
handwriting.
CC: (others who are involved)

BCC: ( not directly involved )

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 Subject line

Should summarize the reason of the

memo.
Should be 10 words or less.
Is NOT a sentence - it is a long title.

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II. Introduction
Three parts:
1. The context and problem
2. The specific assignment or task
3. The purpose of the memo.

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1. The context
Event, circumstance, or background of the problem you are solving.

You may use An opening sentence, such as, “As Jane recommended, I reviewed the office
reorganization plan"

Include only what your reader needs, but be sure it is clear.

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2. Task
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 controlling the
percentage of rat extremities, I will...."

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3. Purpose Statement
Are you announcing a meeting, welcoming a new employee, or asking for input on adopting a new
policy about lunch hour length?

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III. Body
In the discussion segment, give details about the problem, Don't ramble on incessantly, but do give
enough information for decision makers to resolve the problem. Describe the task or assignment with
details that support your opening paragraph (problem).

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IV. Closing
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.

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V. Summary
If your memo is longer than a page, you may want to include a separate summary segment.

This part provides a brief statement of the recommendations you have reached. These will help your
reader understand the key points of the memo immediately.

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Example
Example
Plankton Engineering

To: Employees In Research and Development Team

From: Mary Silvers, Project Manager

Date: January 15, 2002

Subject : New Flex-Time Policy Beginning March 1, 2002

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Example - continue
Plankton Engineering is offering a new flex-time schedule to all
employees. You MUST sign up for this plan by Feb. 20, 2002, in order
to use it.
Components of the Plan
Employees must agree to:
◦ Work 40 hours a week
◦ Work a minimum of 4 days a week
◦ Arrive at work no later than 9:30 a.m.
◦ Leave work no earlier than 3:30 p.m.

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Example - continue
Scheduling Considerations
Employees may schedule work time as long as it fits the above criteria.
Employees who sign up for this new flex time scheduling must declare their
work hours during the previous week. The supervisor will take responsibility for
recording each employees work schedule.

Employees who wish to try this new plan must stay on it for three months before
returning to the current policy. Employees who may want to start it later, must
wait until January of the next calendar year to sign up.

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Example - continue
Important Reminder
Remember - Sign up by Feb. 20 to take advantage
of the new Flex-Time schedule.

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Five Tips for Effective Business Memos

Audience Orientation
Professional, Formal Tone
Professional, Formal Tone
Direct Format
Objectivity
Write a memo about each of the
following subject ?
Mr. Howard has asked me to arrange a working lunch for all
members of the writing staff, at the main office, sometime before the
end of the month.
The purpose of this memo is to request authorization to purchase a
sound card and a modem for the computer in the front office.
This memo confirms the details of your tour of the new processing
plant, as we discussed over the telephone this morning.

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Audience Orientation

Always consider the audience and their needs when preparing a memo.
An acronym or abbreviation that is known to management may not be
known by all the employees of the organization, and if the memo is to
be posted and distributed within the organization, the goal is clear and
concise communication at all levels with no ambiguity.
Professional, Formal Tone

Memos are often announcements, and the person sending the memo
speaks for a part or all the organization. While it may contain a
request for feedback, the announcement itself is linear, from the
organization to the employees. The memo may have legal standing as
it often reflects policies or procedures and may reference an existing
or new policy in the employee manual, for example.
Subject Emphasis

The subject is normally declared in the subject line and should be

clear and concise. If the memo is announcing the observance of a
holiday, for example, the specific holiday should be named in the
subject line—for example, use “Thanksgiving weekend schedule”
rather than “holiday observance.”
Direct Format

Some written business communication allows for a choice between

direct and indirect formats, but memorandums are always direct. The
purpose is clearly announced.
Objectivity

Memos are a place for just the facts, and should have an objective
tone without personal bias, preference, or interest on display. Avoid
subjectivity.
Are you ready to do your next assignment ?

☻ I hope so

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 Assignment

You are (write your name ), principle of the school. The elevator of the school
need to be repaired .write a memo to inform the teachers to use stairs explain
reasons .
What is the difference between a memo and a business latter ?
What is the purpose of a memo?

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