UNIT 1: WRITING MEMOS (MEMORANDUMS/REMINDER)

 short letters, not formal, but they do have a set format and are very important documents;
 you always have a proof of the message sent;
 a message or other information in writing sent by one person or department (Dept.) to another in
the same business organization;
 used for internal communication: e.g. to inform staff about upcoming events, to broadcast internal
changes, to remind them smth., etc.

Set format:
Header:

TO: (Individuals/Departments/Organisations)
FROM:
SUBJECT: (5-10-word subject line to describe the memo’s purpose)
DATE:

Paragraph One:

 clearly state the purpose of your memo

 a memo is meant to be short, clear and to the point
 you want to deliver your most critical information upfront and then use subsequent
paragraphs as opportunities to dive into more detail.
 Useful phrases: I’m writing to inform you … or I’m writing to request ....

Paragraph Two:

 provide context or supporting evidence;

 e.g: let’s say your memo is informing the company of an internal re-organization. If this is
the case, paragraph two should say something like, “As our company continues to grow,
we’ve decided it makes more sense to separate our video production team from our content
team. This way, those teams can focus more on their individual goals.”

Paragraph Three:

 include your specific request of each employee (where and when employees should submit
questions/comments)
  Useful phrases: Please RSVP (Please respond), or Please email me with questions, I’d
appreciate your cooperation during this time, Thank you for your cooperation, Please call
me at…if you have (any) questions.

Footer:
 full name

MEMO
TO: All Officers, Managers and Supervisors
FROM: Company CEO
Subject: Referral Agent Program
Date: 28.10.2019

Daemond Ltd. is implementing a new program for employees in need. The Referral Agent Program
is designed to provide the connecting link between people needing assistance and local community
resources.

We have sent Ms. Martha Peterson, Ms. Leila Desmar and Mr. Neil Roberts to a comprehensive
16-hour training class, sponsored by United Way. They have gained valuable information on
services that are available for employees who need help. Topics discussed in the training included
substance abuse, child care, domestic violence, children’s health insurance and nutrition, eldercare,
debt management, family counseling and more.
RAs help their co-workers take the first step toward changing their lives for the better. They work
hand in hand with human resources and employee assistance personnel and are taught to respect
confidentiality. In return, employers often see higher productivity, less absenteeism and better
safety and morale.

Your support will be critical to the success of the program. We encourage you to help market the
program and to support the work of our Referral Agents. Please call me at 533355 if you have
questions regarding the program.

John Martin Norman

(Source: http://www.unitedwaysatx.org)
Source: https://blog.hubspot.com/marketing/how-write-memo
Source: https://blog.hubspot.com/marketing/how-write-memo