MEMO, NOTICE, AGENDA, MINUTES WRITING

PROFESSIONAL COMMUNICATION
 MEMO WRITING
• What is a memo?
• A memorandum or “memo” is a written message used for internal communication in an
organization.
• A memorandum might be a letter that makes an official announcement.
• It is used to update employees and internal stakeholders about company policies, procedures,
projects, events, and team activities.
• 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.
• The memo is used to inform a team or group about activities, events, actions, or important dates.
• There are different types of memos, such as
• information requests memos,
• Confirmations memos,
• periodic reports memos,
• Suggestions memos,
• study results, memos, etc.
• The objective or purpose of the message will differ based on the type of
memo you write.
• If you have something longer than a page, it’s better to send it as an
attachment or a document that follows the memo used as a cover letter.
• Never make a memo too long. If a memo seems too long, people might put
it aside until they have more time.
• This can defeat your memo’s purpose, which is timely communication.
 MEMO FORMAT
• Knowing the right memo format is important for professional communication.
• Header:
• The header includes "TO," "FROM," "DATE," and "SUBJECT."
• This information is relevant for providing content, like who you're addressing and why.

• Paragraph One: Introduction

• State the purpose of your memo.
• You might begin your sentence with the phrase, "I'm writing to inform you … " or "I'm writing to
request ... ".

• Paragraph Two: Body

• It contains the main content, such as information, instructions, requests, or updates.
• It should be organized logically, with each paragraph addressing a specific point.

• Paragraph Three: Conclusion/Closing

• Summarizes the main points of the memo and may include any necessary action items or next steps.
 MEMO FORMAT
• Here is a format you can use to create official memos:

• Memorandum

• To: [Include recipients' name]

• From: [Include your name and title]
• Date: [Month, day, year]
• Subject: [Subject of the memo]
• [A memo requires NO salutation]
• Body of the memo
• [Start with a direct and brief introduction stating WHY the memo is written.]
• [Provide concise but detailed information to the reader.]
• [End with a clear closing and a call to action.]
 SAMPLE-1
• To: All employees in the procurement department*
• From: Prashanth Sahoo, Assistant Manager, Staff Training and Development*
• Date: June 15, 2021*
• Subject: Mandatory training for new software*
• You are all aware of the company's recent adoption of a new supply chain management
software. The company invested in the new application to improve communication with our
vendors, enhance order tracking and reduce delays to the barest minimum to save cost and
boost efficiency.
• We will hold a training workshop to familiarize department staff with the new software on
June 25, 2021. This training will allow everyone to make a smooth transition to the new
application. All departmental staff must attend the training event.
 SAMPLE-2
Date: March 15, 2024
To: All Employees
From: [Your Name]
Subject: Reminder: Employee Training Session
I hope this memo finds you well. I am writing to remind everyone about the upcoming employee training session scheduled
for Friday, March 22nd, from 9:00 AM to 12:00 PM in the conference room.

The training session will cover important updates to our company's policies and procedures and provide valuable insights into
improving our efficiency and productivity in the workplace.

Please ensure that you mark your calendars and plan to attend this session. Your participation is crucial in ensuring we are all
aligned and equipped with the necessary knowledge to excel in our roles.

If you have any questions or concerns regarding the training session, please do not hesitate to reach out to [Training
Coordinator's Name] at [Training Coordinator's Email/Phone].

Thank you for your attention to this matter, and I look forward to seeing everyone there.

Best regards,

[Your Name]
 Tips For Writing Effective Memos
• Writing business memos requires proper formatting, a professional tone, and attention to
detail.
• Here are some tips for writing a business memo:
• Subject
• Make your subject line as specific as possible.
• For example, if you announcing a holiday, consider including the name in the subject line.
• Formatting
• Organize the memo into paragraphs with the important information first.
• Use double spacing between paragraphs.
• If needed, you may include a bulleted points section in the main message.
• Keep the style minimalistic to avoid distraction.
• Use bold, italic, and all caps only where necessary.
• A memo does not require a signature but you can add ”From:” in the header.
 CONTD…
• Tone:
• Your tone depends on the purpose of the memo. Since memos are mostly used for internal
communication, you can keep the tone friendly yet professional.
• Maintain objectivity and ensure that the memo is free from personal bias.
• Length:
• A memo is meant to be short, clear, and to the point.
• Depending on the message, one or two short paragraphs are usually enough.
• Target audience:
• Always keep your audience in mind while writing a memo.
• All recipients should understand it without any difficulty. Spell out acronyms and abbreviations and
explain technical terms if needed.
• Stationery:
• You can send a memo through email or on paper.
• If you are writing or printing a memo on paper, use your company letterhead.
• If using plain paper, consider A4 or letter-sized paper and print the company name and address in the
heading.
 MEMO Writing Task
• Select any situation from the following and write a memo:
• You need to delegate specific tasks to team members for an upcoming project.
• Providing an update on the progress of a current project to stakeholders or team members.
• Introducing a new policy or procedure within the organization.

• Providing an update on key projects or goals.

• Inviting employees to attend a training session or workshop.
• Seeking feedback from team members on a recent project or process.

• Making an announcement about the company, such as an employee promotion or new hire.
• Reminding employees about a task that needs to be completed
• Making a request of all employees.
• Celebrating significant achievements or milestones reached by the team or individual employees.
• Reminding employees of workplace etiquette or conduct standards.
 WRITING AN AGENDA
• What is an Agenda?

• An agenda is the meeting plan shared with attendees.

• It is a list of items/topics to be discussed or addressed during a meeting or event.

• The agenda is typically created and distributed before the meeting to ensure that all
participants are aware of what will be covered and can come prepared.

• It serves as a roadmap/guide for the participants, outlining the topics, activities, and order of
events that will take place in the meeting, who will lead each task, and how long each step
should take.

• A well-structured agenda helps keep meetings focused, productive, and efficient by providing
clarity on the topics to be discussed and ensuring that important items are addressed within
the allotted time frame.
 Contd…
• The simplest agendas are formatted as a short-bulleted list.

• More complicated agendas may include detailed topic descriptions, including the expected
outcomes for each item, and reference material, such as reports and proposals for review prior
to the meeting.
• Formal agendas will also include timing and presenter information for each agenda item.
 CONTD…
• How to write a meeting agenda
• Whether you have a short, one-hour meeting or one that lasts a full day, the following
steps can help to write an agenda:
1. Identify the meeting’s goals.
2. Ask participants for input.
3. List the questions you want to address.
4. Identify the purpose of each task.
5. Estimate the amount of time to spend on each topic/agenda.
6. Identify who leads each topic.
7. End each meeting with a review (summary).
 Key points about an Agenda…
• It should be clear and explicit.
• It should be circulated in advance, it helps the members to come prepared
for the meeting.
• Since the agenda has a set order, it helps the chairperson to conduct the
meeting smoothly.
• It ensures that only matters relevant to that particular meeting are
discussed.
• All the items included in the agenda must be within the scope of the
meeting.
• It ensures that every point is properly taken up for discussion.
• It facilitates the preparation of the minutes.
 SAMPLE
• ABC Motors India Ltd.
• Hyderabad
• Notice is hereby given to all the members that the next quarterly meeting of the Board of
Directors will be held on Tuesday, 19th March 2024, at 11:30 a.m. in the Board room.
• Agenda
1. Confirmation of Minutes of the last meeting.
2. Matters arising from the minutes.
3. Financial irregularities in the Bhatarth Nagar branch.
4. To appoint a committee for employees’ welfare.
5. Any other matter with the permission of the chair.
6. Date of next meeting.

• Secretary
 WRITING MINUTES OF MEETING
• What are the Meeting Minutes?
• The minutes of a meeting are a formal written record that documents the
discussions, decisions, actions, and outcomes of a meeting.
• Minutes serve as an official record of what took place during the meeting and
are typically prepared by a designated individual, such as a secretary or
meeting coordinator.
• Minutes of a meeting are the exact notes on what was said, who said it, and
maybe even when they said it.

• It’s like a script of the event but written while it happened.

• Presents each item or topic listed in the agenda, which is discussed one by
one.
• It consists of all the participants expressing their views/opinions and
discussing amongst themselves the pros and cons of each item on the agenda.
 CONTD…
• It is considered the official record of the proceedings of the meeting.
• It is the duty of an authorized person to retain all such discussions,
deliberations, and decisions in writing specifically.
• The format and level of detail included in meeting minutes may vary
depending on the organization's requirements and the nature of the
meeting.
 MoM Includes
• Typically, meeting minutes include the following information:

• Date, time, and location of the meeting

• List of attendees and absentees
• Agenda items and topics discussed
• Summary of discussions and key points raised
• Decisions made and any voting outcomes
• Action items assigned, including responsible individuals and deadlines
• Any other relevant information or announcements
 PURPOSE OF WRITING MINUTES
• To provide a written record of what transpired during a meeting.

• To ensure that all stakeholders are informed about the outcomes of the meeting.

• To establish accountability by clearly documenting who said what, what decisions were made, and
who is responsible for carrying out specific actions.

• To serve as a reference for future meetings and planning sessions.

• To serve as evidence to demonstrate that proper procedures were followed, decisions were made
in accordance with relevant regulations or policies, and that due diligence was exercised in conducting
meetings.
 WRITING CIRCULARS
• What is a circular?
• A circular is a formal communication distributed to a group of people, often within an
organization or community.

• Circulars are usually targeted at a specific audience, such as employees, members of an

organization, customers, or stakeholders.

• Circulars often convey a variety of information, such as organizational updates, policy

changes, upcoming events, reminders, and announcements.

• They aim to provide a comprehensive overview of relevant topics to keep recipients informed.

• Circulars may be distributed periodically, such as weekly, monthly, or quarterly, depending

on the organization's communication strategy and the frequency of updates or announcements.

• The content of the circular is tailored to the interests and needs of the intended recipients.
 Contd…
• Circulars can be distributed through various communication channels, including email,
internal newsletters, bulletin boards, intranet portals, or physical copies distributed within an
organization.
• A circular serves to keep individuals or groups informed about important developments,
activities, and updates within an organization or community.
• It facilitates communication and ensures that relevant information reaches the intended
audience in a timely manner.
 Structure
• Heading or Title: The circular should begin with a clear and concise heading or title that summarizes the
main topic or purpose of the communication.

• Date: Include the date when the circular is issued.

• Salutation: Address the recipients of the circular in a formal manner. E.g., "Dear Members" or "To All
Employees” may be more specific depending on the target audience.

• Introduction: Provide an introductory paragraph that briefly outlines the purpose of the circular and sets the
context for the information being shared.

• Main Body: Contains detailed information, updates, announcements, or instructions.

• Organize the content into sections or bullet points to make it easier to read and understand. Each section
should focus on a specific topic or issue, with relevant details provided as needed.
 Contd…
• Conclusion: Summarize the key points or takeaways from the circular in the conclusion. You may also
include any closing remarks or calls to action if applicable.

• Signature: End the circular with the signature of the issuing authority, such as the organization's leader,
department head, or designated representative. This adds credibility to the communication and indicates that it
has been officially authorized.

• Contact Information: Optionally, provide contact information for recipients to reach out if they have
questions, need clarification, or require further assistance related to the content of the circular. This could
include email addresses, phone numbers, or office locations.

• Closing: Conclude the circular with a polite closing salutation, such as "Sincerely" or "Best Regards,"
followed by the name and position of the issuing authority.
Circular No. ____

20th March 2024

Revised Working Hours
All Employees of XYZ Company,
This is to inform all employees that there will be a change in the working hours of the organization
effective immediately. As you know, we have not been able to function on any Saturdays since last
month. So we only have five working days a week, so a revision in the working hours was necessary to
ensure the quality of work does not suffer. Hence, one hour will be added to the previous 9-hour work
days. The revised working hours will be as follows:
• Working Days: Monday to Friday (except holidays)
• Working Hours: 9:30 am to 5:30 pm (These hours will include the one-hour lunch break)
All employees are requested to note these new and revised timings. The timings are effective
immediately from 25th March 2024. Punctuality and adherence to the new timings are requested.
Repeated defaulters will face action.
Please contact the HR department or your managers for any queries you may have.

ABC,
CEO of XYZ Company.
 WRITING A NOTICE
• What is a Notice?
• A notice is a formal written or printed announcement that is used to communicate to a specific audience
or group of people about specific information, instructions, or announcements.

• Notices are typically formal in nature and are often written in a clear and concise manner to ensure that
the information is effectively communicated to the intended audience.

• Notices can be issued by individuals, organizations, firms, governments, or other entities for various
purposes. Such as.

• Notices may include instructions or directives that specify actions that need to be taken by the
recipients.

• For example, a notice might direct employees to attend a mandatory training session, instruct
residents to adhere to certain safety protocols, or provide guidelines for submitting applications or
forms.
 Contd…
• Notices can also serve as warnings or alerts to notify people about potential risks, hazards, or
violations.

• For example, this could include warning employees about unsafe working conditions, notifying
residents about impending weather-related dangers, or alerting the public about security threats.

• Notices may be posted in visible locations, distributed electronically, or sent through the
mail, depending on the issuer's and recipients' preference and convenience.
 Sample Notice:
ICFAI Tech, IFHE, Hyderabad
Meeting for Annual Fest Programme
Notice
19 March, 2023
Our school will organize the Trithi Fest from 21st March to 23rd March 2024. Students who
want to take part in the fest are requested to report at the Auditorium Hall tomorrow (20th
March 2024) at 1:30 p.m., i.e., after the lunch break.

Signature of the Student Coordinators.

Signature
(NAME)
Designation
 Circular Vs Notice
• Purpose: Circulars are typically used within
an organization or a community to convey
information, instructions, or announcements to
a large group of people.
• Audience: Circulars are generally addressed
to a specific group of individuals within an
organization or community, such as
employees, members, or residents.
• Format and Structure: Circulars usually
follow a simple format, with the sender's name
or organization at the top, followed by the
subject or title of the circular. The main body
contains the relevant information or
announcement, presented clearly and
concisely.
• Notices serve a similar purpose to circulars but
are usually more specific and formal. Notices
are often used for official announcements,
invitations, tenders, or public alerts.
• Notices are typically addressed to a
broader audience, including both internal
and external stakeholders. The recipients
may include employees, students,
residents, or the general public.
• Notices have a more standardized format,
typically comprising a heading (e.g.,
"Notice"), followed by the date and a brief,
attention-grabbing title. The main body
contains the essential information,
organized in bullet points or short
paragraphs for easy readability.
 Circular Vs Notice
• (Language & Tone): Circular language tends to
be formal but may vary depending on the context
and the relationship between the sender and the
recipients. The tone is usually professional and
informative, focusing on conveying the message
clearly and efficiently.
• Notices are generally more formal and concise
than circulars, emphasizing important
information or instructions. The language is
often direct and impersonal, aiming to grab the
attention of the readers and communicate the
message effectively.

• In summary, while circulars and notices both

convey information to a group of people, they
differ in terms of their specific audience, format,
structure, language, and tone. Understanding
these differences can help writers choose the
most appropriate form of communication for their
intended message and audience.