MEMO

ANALYSIS
LEM311 ENGLISH FOR ADMINISTRATION

ASSOC. PROF. DR. MALINI GANAPATHY

 OUR TEAM
YUSRA RADHIAH BINTI RIDZUAN (158036)
WAN NUR AMALIN BINTI WAN MOHD SHUKRI (157409)
AIREEN NATASHA BINTI ASLAN (156763)
LYNNA SHRLYNE BINTI IRIANSAH (156254)
SARVINTA A/P SELADORAI (156674)
WU ZI YU (155545)
 TABLE OF CONTENTS
01 INTRODUCTION 04 PROBLEM-SOLVING MEMO
ANALYSIS
social etiquettes
professionalism
02 INFORMATIVE MEMO ANALYSIS
social etiquettes 05 COMPARISON
professionalism

PERSUASIVE MEMO ANALYSIS

03 AIDA model 06 CONCLUSION
social etiquettes
professionalism
07 REFERENCES
 INTRODUCTION
MEMORANDUM: A short, written, authenticated, and formal communication technique -
used within an organization among the colleagues, and not outside the organization, to
provide work-related information or to ask/request for some form of work-related
actions to take place (Alam, 2021)

SOCIAL ETIQUETTE: Various social behaviors that we need to engage in on a daily basis, in
order to live in harmony (Zhang, 2013).

PROFESSIONALISM: A set of skills and values that are required to communicate effectively
and appropriately when writing a memorandum. (Vivanco & Delgado-Bolton, 2015)

BUSINESS COMMUNICATION: The process of sharing information between people within

the workplace and outside a company. (Nextiva & Nextiva, 2023)
INFORMATIVE
MEMORANDUM
 PURPOSE OF INFORMATIVE MEMO
The purpose of the informative memo is to communicate a significant
decision regarding the implementation of an alternative work
arrangement at the Eastern Visayas State University (EVSU).
The memo addresses all concerned employees, including those at the
main and external campuses, and is directed by the University President.
SOCIAL ETIQUETTE
TONE AND FORMALITY

Overall, the memo adopts a formal tone:

A structured format of memo number.

Uses of appropriate salutation with a
structured format of date and subject line.
The use of university president’s formal
sign-off contribute to the overall formality.
 SOCIAL ETIQUETTE
TONE AND FORMALITY

Also, the memo uses appropriate words to convey the message to the
recipient
 SOCIAL ETIQUETTE
CLARITY AND CONCISENESS

1. The memo is clear in its communication.

It states the purpose upfront
2.The information is presented concisely.
Avoids unnecessary details
Avoids redundancy
 SOCIAL ETIQUETTE
ENCOURAGEMENT FOR RESPONSIBILITY

The mention of Security Services Personnel being duty-bound emphasizes a

commitment to their roles, recognizing the unique responsibilities they hold.

It references the "Enhanced Community Quarantine," indicating a serious and

responsible approach to the prevailing circumstances.
 SOCIAL ETIQUETTE
ENCOURAGEMENT FOR RESPONSIBILITY

The directive for online monitoring and sustained collaboration shows a

commitment to maintaining organizational operations even during the work-
from-home period, highlighting responsibility at both the individual and
organizational levels.
 SOCIAL ETIQUETTE
CONSIDERATION AND EMPATHY
1. The memo demonstrates consideration for the health and safety of the academic
community
Adopting a work-from-home arrangement.
Aligning with the measures implemented by the local government.
2. The exemption of Security Services Personnel from the work-from-home
arrangement shows empathy towards those with roles that require on-site presence.
3. Recognizes the importance of their duties and mandates while ensuring they
adhere to safety measures.
 PROFESSIONALISM
SUBJECT LINE PRECISION
Specificity of the memorandum and ensures it accurately conveys the main topic or
purpose of the memorandum.

Highlights the subject to make it clear and straightforward.

Effectively communicates the primary focus of the memorandum.
The subject highlighted is relevant - indicates that the employees need to be
aware of the information given regarding the work arrangement changing in
their company.
 PROFESSIONALISM
FORMAL HEADING
Include the specific elements to show professionalism such as Memorandum Number
and Date, To and From, Date and Subject, Salutation, Opening Statement, Closing and
Signature.

The heading starts with the word "MEMORANDUM" in capital letters, indicating
the document type.
Memorandum number ("No. 03-08-2020"), an identifier for tracking and
referencing purposes. The date (March 8, 2020) signifies when the
memorandum was issued.
 PROFESSIONALISM
FORMAL HEADING

The "TO" and "FROM" lines specify the intended recipients and the sender. In
this case, the memorandum is addressed to all concerned employees at both the
main and external campuses. The sender is identified as the University
President.
 PROFESSIONALISM
FORMAL HEADING

The date line indicates when the memorandum was issued, providing a
reference point for the timeline of the content. The subject line concisely
summarizes the main topic of the memorandum.

No salutation as this memorandum is a general announcement addressed to all

concerned employees.
 PROFESSIONALISM
FORMAL HEADING

Opening statement: Provides context and sets the tone for this memorandum.

Closing signature: Formal closing

statement, "So Ordered," indicating the
directive. It is signed by the University
President, along with the official
designation ("DOMINADOR O. AGUIRRE,
JR., D.M. University President III").
 PROFESSIONALISM
SENTENCE STRUCTURE
The sentences are well-structured and convey information in a clear and concise
manner. The language used is formal and appropriate for a memo. Consistency in
the writing style.

Parallel structure used to contribute clarity and readability.

Parallelism: Refers to using similar words, clauses, phrases, sentence structure,
or other grammatical elements to emphasize similar ideas in a sentence.
Makes the sentence concise, clear, and easy to read. (Kirszner & Mandell,
2015)
 PERSUASIVE
MEMORANDUM
 PURPOSE OF PERSUASIVE MEMO
Primary goal: To advocate for the implementation of health management
programme within Toyota, with an emphasis on increasing employees'
physical well-being.
Highlights the connection between employee health and overall corporate
success, stating that happy and healthy employees are more productive.
The underlying message: Investing in employee well-being benefits not only
the individuals but also the company's performance and prosperity.
 AIDA MODEL
AIDA MODEL EXTRACTION FROM MEMO EXPLANATION

Attention-grabbing
subject line
When our employees are happy
Compelling statement
and healthy, their work reflects it.
to capture employees'
As of now, our company lacks the
attention
Attention resources to promote their physical
Highlights the
health, which in turn makes our
importance of the
company less desirable to join.
message - health
benefits
 AIDA MODEL EXTRACTION FROM MEMO EXPLANATION

Asana Corporation utilize an

Peak interest by
approach called the “rest-room”
providing information
where they created an employee
linking it to employees
lounge equipped with beds,
health benefits
couches, televisions etc
Interest Share successful
Employees are energized
testimonials to show
throughout the day
relevance and
A second idea, offering an
emphasize the impact
optional and healthy meal plan
on-cite in our cafeteria.
 AIDA MODEL EXTRACTION FROM MEMO EXPLANATION

Appeal to employees
personally by focusing
on how the company
Employees can pay a low premium cares about their
to receive five healthy lunches a health
Desire week. It’s critical to make sure our Connect personalized
employees are eating nutritious health benefit to
foods and not skipping meals. professional goals and
improvised work
performance
 AIDA MODEL EXTRACTION FROM MEMO EXPLANATION

Emphasize specific
actions employees
With our upcoming board meeting,
need to take
please consider implementing these
Provide deadline for
Action new cost-friendly methods of health
required action
management.
To create a sense of
urgency
 SOCIAL ETIQUETTE
POLITENESS AND RESPECTFUL TONE
Written in a professional and respectful tone. Despite addressing a concern
and proposing changes, Mr. Wonka maintains a level of politeness
throughout.
For instance: Expressing Toyota's dedication to the health, happiness, and
success of its employees, showing respect for the company's values.
 SOCIAL ETIQUETTE
CITING RELEVANT STUDIES AND DATA

Supports his proposal by referencing a study conducted by Right Management.

Citing reputable sources adds credibility to the proposal and respects the
intelligence of the board by relying on data.
 SOCIAL ETIQUETTE
ACKNOWLEDGING THE COMPANY'S GOALS

Shows an understanding of the company's primary goals: increasing profits.

Mr. Wonka demonstrates social etiquette by aligning the proposed changes
with the overarching objectives of the company.
These examples reflect a thoughtful and considerate approach in
communication, essential aspects of social etiquette in a professional setting.
 PROFESSIONALISM
FORMAL STRUCTURE AND FORMATTING
The memo follows a formal structure.
It includes a clear heading with the sender's and receiver's information, a
formal salutation, a specific date, and a subject line. This adherence to a
standard format enhances the professionalism of the communication.

EVIDENCE-BASED ARGUMENTATION
By relying on data and research findings, Mr. Wonka strengthens the
credibility of his argument, demonstrating a commitment to making informed
decisions based on relevant information.
 PROFESSIONALISM
BUSINESS LANGUAGE AND TONE

Language : formal, appropriate for a communication addressed to the Board

of Directors.
Tone : professional and respectful, maintaining a focus on the company's
goals and the proposed solutions.
Using appropriate business language ensures that the message is conveyed
in a consistent manner with the expectations of a professional setting.
PROBLEM SOLVING
MEMORANDUM
PURPOSE OF PROBLEM SOLVING MEMO
To suggest beneficial ways on how and why the company should increase
social media exposure and advertisement for the purpose of reaching their
desired audience for the Fall of 2019.

Problem Example : Increasing Social Media Exposure to Other Audiences,

which the writer had underlined and bolded in the memo.

Solution Example : Sugar Bear Hair should be advertising on more social

media platforms to get more exposure
SOCIAL ETIQUETTE
THE FORMAT AND HEADING

The memo starts by mentioning

the parties involved, date and the
subject as the heading.
.
Highlighted the main ideas in bold
to emphasize the main point of the
memo.
Utilize a professional font, ‘Arial’
throughout the memo.
 SOCIAL ETIQUETTE
THE FORMAT AND HEADING

No proper closing at the end of the memo and the writer did not provide
any feedback mechanism for further discussion.
 SOCIAL ETIQUETTE
NO APPROPRIATE TITLE AND ADDRESS

The writer did not address herself and the recipient with a proper title
such as Miss or Mrs.
It is necessary to correctly address the recipient's title out of respect such
as Mister, Madam, Miss, Misses or Sir.
 SOCIAL ETIQUETTE
LANGUAGE AND TONE

Written in a formal language without the usage of any slang words or

abbreviation.
No grammatical errors.
Lack of manner in terms of giving gratitude and appreciation towards the
reader. For example, “I appreciate your attention to this matter”.
 PROFESSIONALISM
FORMAL STRUCTURE AND LAYOUT

The memorandum is in a standard business format.

For example, the "To", "From", "Date" and "Subject" columns are clear and
concise and conform to professional business communication standards.

PURPOSEFUL OPENING

The opening statement of the memo is a direct indication of its intent.

Clarity of purpose is a sign of professionalism.
 PROFESSIONALISM
USE OF DATA AND REFERENCES
The memo references data from the Pew Research Center to support its
recommendations.
Using credible data and citing sources enhances the memo's professionalism
by grounding its assertions in verifiable information.

FOCUSED CONTENT
The memo remains focused about increasing social media advertising for a
new product line.
It does not veer off-topic, which is important for maintaining professional
standards.
 COMPARISON
PROBLEM SOLVING
INFORMATIVE MEMO PERSUASIVE MEMO
MEMO

To inform the To persuade the employee to To issue the problems that

university’s employees start implementing a healthy arise in the company and
Purpose
regarding the new lifestyle to ensure their good suggest the most beneficial
system. productivity and well-being. ways to solve the problems.

Neutral and objective

Assertive tone, persuasive Using clear and concise
tone, providing details
Tone and language, emotional appeals, language to convey the
and data in a
Language and rhetorical techniques. nature of the problem and
straightforward manner.
proposed solutions.
 CONCLUSION
In conclusion, memos play a role in business communication by
integrating social etiquette and professionalism. They enhance clear
communication, reduce misunderstandings, and boost overall efficiency
among employees. Memos also foster inclusivity, respecting cultural
differences and contributing to the development of trust among
stakeholders. So, the combination of social etiquette and professionalism
is crucial for pursuing a cohesive and respectful business environment.
 REFERENCES
Alam, S. I. (2021, February). Understanding the Concept of Memo in Managerial Communications. ResearchGate. Retrieved
December 16, 2023, from https://doi.org/10.13140/RG.2.2.18824.55049
Nextiva, & Nextiva. (2023, December 1). What is Business Communication & Why Do You Need It? Nextiva Blog.Retrieved
December 16, 2023, from https://www.nextiva.com/blog/what-is-business-communication.html
Sample Persuasive Memo. (2020). Course Hero. Retrieved December 16, 2023, from
https://www.coursehero.com/file/58009240/Sample-Persuasive-Memo-docx/
The University President Releases Memorandum No. 03-08-2020: EVSU Alternative Work Arrangement. (2020, March 20).
Retrieved December 13, 2023, from https://burauen.evsu.edu.ph/university-announcement/the-university-president-releases-
memorandum-no-03-08-2020-for-evsu-alternative-work-arrangement/
Vivanco, L., & Delgado-Bolton, R. (2015). Professionalism. In Springer eBooks (pp. 1–9). Retrieved December 16, 2023, from
https://doi.org/10.1007/978-3-319-05544-2_353-1
Van Cura, J. (2019, May 29). Business Memo done. studylib.net. Retrieved December 13, 2023, from
https://studylib.net/doc/25258137/business-memo-done
Zhang, X. Z. (2013). Social Etiquette and Intercultural Communication: A Case Study of the Chinese Famous Actor and Director Xu
Zheng’s Dress Controversy when Meeting Thai PM. International J. Soc. Sci. & Education. Retrieved December 16, 2023, from
https://ijsse.com/sites/default/files/issues/2013/v3i4/papers/Paper-33.pdf
THANK YOU