1

Business
Communicat
ion
 Format of Memo 2
• Very flexible.
• Used within an organization for
communication at all levels.
• It is used for reports, briefings or instructions.
 Tone of Memorandums 3
• Memorandums are written in the first person.
• The tone of the memo is influenced by the position
held by the writer in relation to that held by the
receiver.
• Topic under consideration.
• Personality of the reader.
 Flow of Memo 4
• A memorandum may be send upwards,
downwards or sideways.
• It may be sent from:
• one individual to another.
• one department to another.
• one individual to a department or larger
body of staff.
• The channel will be the internal mail system
of the organization.
• range from a bank of ‘pigeon holes’ for
delivery and collection in person.
• Special ‘internal mail envelops’, designed for
re-use.
 Format 5
Organization name (optional)
‘Memorandum’ heading

‘To:’ (recipient’s name or designation):

‘Ref:’ (for filing)
‘From:’ (author’s name or designation)
‘Date:’ (in full)
‘Subject:’ (main theme of message)
The message of the memorandum is set out
like that of a letter: good English in spaced
paragraphs. Note, however, that no inside
address, salutation or complimentary close are
required.
‘Copies to:’ (recipient (s) of copies)
 Writing Memorandums 6
To:
From Date:
 

Subject
 

Main idea
Opening paragraph or sentence, the reason for
writing and context of the message, including
appropriate details.
 
Explanation
Necessary details to support the opening
statements. Here the substance of message is
set out logically and clearly. This may be less
formal than a letter, so you can use numbered
points.
 Writing Memorandums 7
Closing
State clearly what is required of the recipient in
response.
 Organizational Plans 8
• You may find it necessary to write a persuasive
or bad-news memo.
• You may like a step-by-step method to your
request or bad news.
• Allow reader to complete reading the memo
and come to the conclusion with you.
• Allow reader to see the reasoning that leads or
supports to the idea you one conveying.
• Maintain goodwill.
 Organizational Plans 9

Structure & Style (A5 memo)

 
• A memorandum, as the name suggest is an aid
to memory of the reader.
• A5 meme is used for brief messages.
 
i) Providing confirmation and record of the
various plan decision & activities of the
organization.
 Organizational Plans 10
A4 Memo
 

It may be used for:

 

i) Making informal reports.

ii) Outlining new policies.
iii) Giving briefing & instruction etc.
 
Why are memorandum written
 

Written records help to:

i) determine responsibility.
ii) clear up inconsistencies.
iii) record needed information.
 Circular 11
Introduction
• Circular letters are used to send the same
information to a number of people.
• Extensively used in:
• sales campaigns.
• announcing important developments in
business.
• A circular letter is prepared once only and it
may then be duplicated for distribution to the
various recipients.
 Circular 12
Writing Plan
Although circulars are being sent to many people,
it is important to suggest an interest in the
recipient by giving them a personal touch.
• Be brief – people will not read a long circular
• Make the letter as personal as possible by
addressing each letter to a particularly person,
by name if you know it.
• One recipient will read each individual letter.
• Create the impression of personal interest by
using you.
 Circular 13
• Explain why you are writing with more care
than you would if you and your topic were
already known to the recipient through
previous specific contact.
• Express yourself in a way that will be
understandable and congenial to everyone in a
wide audience with varying backgrounds and
abilities.
• Don’t include detailed information or complex
ideas.
• Make your letter more persuasive – not just
to achieve its purposes, but to motivate
the recipient to start reading it.
• Use word processing technology to personalize the
circular to a very large extent.
 Circular 14
Dear Mr Ali
 

We are pleased to announce the opening of our new

Higher Secondary Branch at the above address from
the coming session starting from September 2.
 

Mr Hassan has been appointed Principal, and with his

20 year’s experience in education. We are sure that
quality education will be provided.
 

Full admission fee is being wavered off to students

getting admission by August 25. A special 25%
discount in monthly fee will be given to students
getting admission on kinship basis. We hope our
students will enjoy the same standard of education
which is the hallmark of our education system.
 

Yours sincerely
 Circular 15
Dear Mr Ali
  To meet the growing demand for cosmetic products in
this area we have decided to extend our business by
opening a new department.
Our new department will carry an extensive range of
cosmetic at prices, which compare very favorably with
those, charged by other suppliers.
 

We would like the opportunity to demonstrate our new

merchandise to you, and are therefore arranging a
special window display during the week beginning 2nd
June. The official opening of our new department will
take place on Friday 3rd July.
 

We hope you will visit our new department during

opening eek and give us the opportunity to show you
that it maintains the reputation enjoyed by our other