UNIT 2.

WRITTEN COMMUNICATION MEDIA

1. MEMORANDUM
Content:
Vocabulary.
What is a memorandum?
What is a memorandum for?
Why is a memo important?
Parts of a Memo; Heading
segment, Opening segment,
Context, Task segment, Summary
segment, Discussion segments,
Closing segment, Necessary
Attachments.

Team 4. Jorge Abel Adorno Alias, Bella Gaybel Hernandez Alvarez, David Antonio Hernández Pérez,
Araceli Jiménez Leyva
 VOCABULARY
1.Reader: Lector 18.Calling a meeting: Convocatoria de una
2.Policy: Política reunión
3.Accomplish: Cumplir 19.Concerns: Preocupaciones
4.Procedure: Procedimiento 20.Status: Estado/Posición
5.Issue: Asunto/Problema/Tema 21.Difficulties: Dificultades
6.E-copies: Copias electrónicas 22.Delays: Retrasos
7.Segments: Segmentos 23.Cancellations: Anulaciones
8.Subject: Asunto 24.Unless: A menos que
9.Opening segment: Segmento de apertura 25.Briefly: Brevemente
10.Context: Contexto 26.Trouble: Problema
11.Task segment: Segmento de tareas 27.Details: Detalles
12.Summary segment: Segmento resumido 28.Approve: Aprobar
13.Discussion segment: Segmento de 29.Follow: Seguir
discusión 30.Revise: Revisar
14.Closing segment: Segmento de cierre 31.Reject: Rechazar
15.Necessary Attachments: Anexos 32.Facts: Hechos
necesarios 33.Event: Evento
16.Clarify: Aclarar 34.Circumstance: Circunstancia
17.Change: Cambio 35.Background: Fondo
WHAT IS A MEMORANDUM?

Autor 1:
The Memos serve a dual purpose: they bring attention to
problems and they solve problems. They accomplish their
goals by informing the reader about new information like
policy changes, price increases, or by persuading the reader to
take an action, such as attend a meeting, or change a current
production procedure. Regardless of the specific goal, memos
are most effective when they connect the purpose of the writer
with the interests and needs of the reader. (Perkins & Brizee, s.f.)

Autor 2:
Memorandum, usually shortened to memo, is a Latin word for
"something to be remembered". The Latin meaning points to
the memo´s chief function: to record information of
immediate importance and interest in the busy world of
work. Memos at often internal business communications, short
and to the point, clearly stating what must be done or not.
(Kollin, 2016)
 WHAT IS MEMORANDUM FOR?

They provide a record that serves a variety of functions, including:

Making an announcement
Giving instructions
Clarifying a policy, procedure, or issue
Changing a policy or procedure
Alerting staff to a problem
Sending recommendations
Providing a legal record of an important
matter
Calling a meeting
Reminding employees of corporate history,
policy procedures
 WHY IS A MEMO IMPORTANT?

Memos are important documents invaluable for audits, outlining employee responsibilities,
and announcing company policies. They provide an opportunity for employees (or even
customers) to ask questions, make comments, or express concerns. Memos can be sent as
printed hard copy documents or as e-copies.

Memos keep track of what jobs are

done, where, when, and by whom; they
also report on any difficulties, delays or
cancellations and what a company or
organization needs to do about
correcting or eliminating them. Memos
are the workhorses of business.
 PARTS OF A MEMO

Standard memos are divided into segments to organize the information and to help achieve the
writer’s purpose.
1. Heading Segment.
The heading segment follows this general format:
TO: (readers’ names and job titles).
On the “To” line, write the name and job title of the
individual (s) who will receive your memo.
If you are sending your memo to more than one reader,
make sure you list your readers in the order of their status
in your company or agency (according to company policy,
the vice president’s name appears before that of the public
relations director).
If you are on first-name basis with the reader, use just his
or her first name. Otherwise, include the reader’s first and
last name. Don’t leave out anyone who needs the
information.
 PARTS OF A MEMO

Examples of the “To” line.

 PARTS OF A MEMO

1. Heading Segment.
The heading segment follows this general format:

FROM: (your name and job title).

On the From line, insert your name (use your first name
only if your reader refers to you by it) and your job title
(unless it is unnecessary for your reader). Some
companies ask employees to handwrite their initials after
their typed name to verify that the message comes from
them and that they are certifying its contents.

DATE: (complete and current date).

On the Date line, do not simply name the day of the
week. Give the full calendar date (Jun 2, 2016).
 PARTS OF A MEMO

Examples of the “From” and “Date” line.

 PARTS OF A MEMO

1. Heading Segment.
The heading segment follows this general format:

SUBJECT: (what the memo is about, highlighted in

some way).
On the Subject line, key in the purpose of your memo.
The subject live serves at the title of your memo; it
summarizes your message.
Vague subject lines, such as "New Policy", "Operating
Difficulties", of "Software", do not identify your message
precisely and may suggest that you have not restricted
or developed it sufficiently.
Note how Mike Gonzalez´s subject line in the example is
so much more precise than just saying "Ramco´s
Community Involvement".
 PARTS OF A MEMO

Examples of the “Subject” line.

 PARTS OF A MEMO
2. Openning Segment.

The purpose of a memo is usually found in the opening paragraph and includes: the purpose of the
memo, the context and problem, and the specific assignment or task.
Before indulging the reader with details and the context, give the reader a brief overview of what
the memo will be about.
 PARTS OF A MEMO
Examples.
 PARTS OF A MEMO
2. Openning Segment.

Choosing how specific your introduction will

be depending on your memo plan style. The
more direct the memo plan, the more explicit
the introduction should be. Including the
purpose of the memo will help clarify the
reason the audience should read this
document.
The introduction should be brief, and should
be approximately the length of a short
paragraph.

The introduction of your memo should do the following:

Tell readers why you are writing to the about a problem, procedure, or other issue.
Explain briefly any background information the reader needs to know.
Be specific about what you are going to accomplish in your memo.
 PARTS OF A MEMO
3. Context.

The context is the event, circumstance, or background of the problem you are solving.
You may use a paragraph or a few sentences to establish the background and state the problem.
Oftentimes it is sufficient to use the opening of a sentence to completely explain the context, such as,
“Through market research and analysis…”. Include only what your reader needs but be sure it is clear.
 PARTS OF A MEMO
4. Task Segment.

One essential portion of a memo is the task

statement where you should 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
promoting the new fall line, I will….”.
 PARTS OF A MEMO
4. Task Segment.
Include only as much information as is needed by the
decision-makers in the context but be convincing that a
real problem exists. Do not ramble on insignificant details.

If you are having trouble putting the task into words,

consider whether you have clarified the situation. You may
need to do more planning before you’re ready to write your
memo.

Make sure your purpose-statement forecast divides your

subject into the most important topics that the decision-
maker needs.
 PARTS OF A MEMO

5. Summary Segment.

If your memo is longer than a page, you may

want to include a separate summary segment.
However, this section is not necessary for short
memos and should not take up a significant
amount of space.

This segment provides a brief statement of the

key recommendations you have reached. These
will help your reader understand the key points
of the memo immediately.

This segment may also include references to

methods and sources you have used in your
research.
 PARTS OF A MEMO

6. Discussion Segments.

The discussion segments are the longest portions

of the memo, and are the parts in which you include
all the details that support your ideas. Begin with
the information that is most important. This may
mean that you will start with key findings or
recommendations.

The discussion segments include the supporting

ideas, facts, and research that back up your
argument in the memo. Include strong points and
evidence to persuade the reader to follow your
recommended actions.
 PARTS OF A MEMO

6. Discussion Segments.

In the discussion section (the body) of your

memo, help readers in these ways:
State why a problem or procedure is
important, who will be affected by it, and
what caused it and why.
Indicate why and what changes are
necessary.
Give precise dates, times, locations, and
costs.
 PARTS OF A MEMO
7. Closing Segment.
After the reader has absorbed all of your information,
you want to 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.

In your conclusion, state specifically how you want

the reader to respond to your memo. To get readers to
act appropriately, you can do one or more of the
following:
Ask readers to call you if they have any questions.
Request a reply-in writing, over the telephone, via
email, or in person-by a specific date.
Provide a list of recommendations that the readers
are to approve, follow, revise, or reject.
 PARTS OF A MEMO

8. Necessary Attachments.

Make sure you document your findings or

provide detailed information whenever
necessary.

You can do this by attaching lists, graphs,

tables, etc. At the end of your memo.

Be sure to refer to your attachments in your

memo and add a notation about what is
attached below your closing, like this:

Attached: Focus Group Results, January- May

2007
Reference.

The Memorandum. Purdue OWL, Purdue University. Contributors:Courtnay

Perkins, Allen Brizee.

Kollin C, P. (2016). Successful Writing at Work. Cengage Learning