MPU32123/UJLL1003

ENGLISH FOR GAMES

MEMORANDUM
MEMORANDA
MEMO
• http://maplestory.nexon.net/news/37875/ma
ple-memo-an-update-from-jungsoo-lee
 DEFINITION
Memo is the short name for
memorandum. It is an accurate, brief,
official written message that is sent
__________ (between different
organizations, within the same
organization).
Why do you use memos?
Necessary for important internal
messages that:

are too long for e-mail

require a permanent record
demand formality
inform employees who may not have
work e-mails
 Memo ~ The Purpose
• To inform
• Policies
• Meetings
• Updates
• To request action
• Follow-ups
• To build up goodwill
 Internal correspondence

 Memos are always contrasted with

letters, the former being internal, the
latter, external.

 Meant to convey vital information in a

simple and effective manner, jargon-free.
Memos Serve A Variety of Purposes:

 To request decisions, and actions.

 To provide information.
 To remind someone of action which is
required.
 To inform of decisions, and actions.
 To deliver changes in procedures, official
instructions, and reports
Compared to emails…
 Memos is necessary for complex,
lengthy internal messages;
 Memos allow for attractive formatting
and printing;
 Function better as permanent records
because emails may be difficult to
locate and may contain a trail of
confusing replies.
 Advantanges of a Memo
1. It reaches a large number of
people at the same time.
2. It provides a ( ) record of filing
and reference.
3. It allows the writer to convey
detailed or difficult information
logically and accurately.
4. It can indicate, by a company
( ), that its information is
part of the organization’s
procedure.
A memo consists of:

Heading
Body
Closing
Heading should include:

 To whom the receiver is, including the

designation or a department if
appropriate
 From the sender, including the
designation.
 The date
 A reference if appropriate (Optional)
 A clear, short heading/subject that
captures exactly what the memo is about
THE USUAL HEADINGS OF MEMOS
Memo
To: Alan Wong, Principal Level Designer

From: Tan Li Peng, Associate Producer

Date: 25 September 2016

Subject: Progress of Level Design Team

*An optional REF: could be inserted

 Example
MEMORANDUM

To Janice Loh, Sales Assistant

From Aida Abdullah, Sales Manager
Ref AA/sc
Date 15 January 2018
Subject Sales Report
 Because it is an internal document,
you do not need to include your
organisation’s address and contact
details.
 No courtesy titles are necessary on
memos.
Memo Subject
 A summary of the Memo.
 Similar to the heading/subject in
a Letter.
 Wrong headings/subjects would
give a wrong message to the
reader.
 Written in a complete sentence,
not left hanging.
Example of Memo Subjects
 Submission of Report on the 21
September 2016
 Meeting at the General Office at
2.30pm, 7 February 2016
 Late Arrivals at Work
 Cleanliness at the Office
 Progress on the Organizing of
AGES 2016 Tournament
 BODY

1. Introduction
- Background information: Who? What?
Where? When?
- States the purpose and summarizes the
most important point. (main point)
- Once the purpose is established, in
succeeding paragraphs one can fill in the
necessary details.
 BODY
2. Details
Facts and Figures, Logical Sequence,
Separate into paragraphs.

Contains facts, arguments, questions to be

answered, historical background, charts,
enumerated items or other relevant
materials. Details should be presented
logically preferably in lists.
 BODY
Example:

2017 began with an increase, as we sold

4.5 million units in January compared to
3.7 for January 2016. In February we
continued to improve with 4.6, compared
with 3.6 for the same time in 2016. March
was not quite so good, as we sold 4.3
against the March 2016 figure of 3.9.
 Comparative quarterly sales ( in millions)
2016 2017 INCREASE/DECREASE
Jan. 3.7 4.5 0.8 +

Feb. 3.6 4.6 1.0 +

Mar. 3.9 4.3 0.4 +

 BODY
 3. Response
Deadline, Action you want reader to
take, Action you will take.

 4. CLOSE
Salutation or complimentary close not
necessary.
 BODY
 4. CLOSE
- should leave readers with ideas of follow-
up.
- may give the reader something to think
about or do;
may ask for a response by a given date;
may ask reader to present ideas in
writing;
may get in touch with the sender.
 BODY
 Frequently, the conclusion consists of an
IF statement that will give the recipient
some idea of the next step in the process.

 E.g.
If you cannot attend the meeting, please
send a substitute.
If you have any questions, please contact
me.
 BODY
 You may conclude your memo with
a) a complimentary close
Eg. If our quarterly sales continue to improve at
this rate, we will double our sales expectation
by 2018. Congratulations!

and/or :

b) a directive close
E.g. Next Wednesday (24/01/18), Mr. Jones will
provide each of you a timetable of events and a
summary of accomplishments.
If any document is/are
enclosed, an “Enc” is
written at the bottom left
of the memo.
Paragraphing and spacing
 Memos may or may not be indented;
most are not.

 Single-spaced
with double-spacing
between paragraphs and 3 spaces
between heading and the 1st
paragraph.
 THE STYLE AND TONE OF MEMOS

 Memos are written under pressure

of time and are to be read quickly
for the main purpose and to be
easily understood by top
executives, departmental heads
and busy staff
THE STYLE AND TONE OF MEMOS
 Brief
 Clear
 Concise
 Appropriate Tone (Purpose, Personality,
Relationship)
 Simple Vocabulary
 Complete
 Accurate (Unbiased information)
Organizational Format of Memos
Deductive Format
1. General Topic in introductory
paragraph.
2. Details in supporting paragraph.
3. Final paragraph usually
concludes with suggestions and
recommendations.
 Subject: Suggested measures to improve
confidentiality and sales
Company revenue down…slow turnover of
profit…high turnover of staff. Corporate
information (such as?) leaked out.

First, staff must be made to sign confidentiality

agreement…

Second, tighter security measures to be

undertaken…effective marketing campaigns to be
undertaken to increase sales…

Measures to be implemented ASAP, all senior

management must be vigilant…
Organizational Format of
Memorandums
2. Inductive Format
1. Starts with supporting specific
details in introductory paragraph.

2. Step-by-step reasoning, suggestions

and recommendations.

1. Ends with general view of situation.

Subject: AD campaigns

Though PR and sales/marketing campaigns

were employed, the company is still in the
red…
In the first quarter forecasted results,
company turnover dipped 18%...
Mid-year turnover rate saw no
improvement…
Future assessment of strategies yield no
increase in profit…
In view of this…such strategies should be
reviewed…
Tips on writing effective memos:

AUDIENCE RECOGNITION
 Memo – in-house audience ( usually low
tech ; high tech). You often can use more
acronyms and internal abbreviations.
 Readers of your memo can be multiple. In
that case, you should use parenthetical
definitions.
Eg. CIA??
Central Intelligence Agency
Cash in advance
Tips on writing effective memos:
Tone
 Never write a memo when you are
angry. Your anger will come through and
you will make the situation worse. Calm
yourself first.

 Always bear in mind the objective of your

memo: What do you want the receiver/s
to know, think, feel or do after they have
read it?
 Establish your objective. Then write your
memo in such a way that you will achieve
your objective.
 CONVERSATIONAL STYLE

 Compare:
1. We will have a meeting next Tuesday, Jan 23,
2018. Exert every effort to attend this meeting.
Plan to make intelligent comments regarding
the new quarter projections.

2. Let’s meet next Tuesday (Jan 23, 2018). Even if

you’re late, I’d appreciate your attending. By
doing so you can have an opportunity to make
an impact on the new quarter projections. I’m
looking forward to hearing your comments.
 CONVERSATIONAL STYLE

 If you have bad news to convey, consider carefully first

whether a memo will be the best way for the receiver/s
to receive the news.

 GOLDEN RULE :

WRITE AS YOU WOULD LIKE TO BE WRITTEN TO 

 Word Style
 Try not to use all CAPITAL LETTERS, underlining, bold
lettering or italics for the main part of your memo.

 The first three may come across to the reader as if

you are shouting at them. And italics is more difficult
to read.

 Use simple words, readable sentences, specific

details in an informal, friendly, courteous tone.
 MEMORANDUM
To F.Chan, Office Executive
From P.Braithwaite, Administration Manager
Ref PB/JJ
Date 15 January 2018

Training Workshop Plan

Thank you for coming up with the training workshop plan. It was reviewed during the
Management meeting this morning and a few matters have been highlighted.

1. Additional names
Please add two more people to the list to make the total participants to 25.

2. The date and venue for the workshop

Not all participants would be available on Tuesday after a long weekend. Thus, the Management has
proposed to postpone the training to 1 and 2 March, a week later. In addition to this matter, another
workshop venue has to be arranged by end of this month.

3. Mistake in the schedule

The guest speaker has requested from the beginning to speak during the second session on the second
day, not on the first day. Thus, the schedule has to be revised. Please see me on 18 January 2018
between 9 a.m. and 10 a.m. so that we can arrange some alternatives regarding the new schedule.
 Your company, Altis Tech is the main sponsor for
the 2018 International Design Conference –
“Facing A New Milennium – A Paradigm shift”,
which will be held on the 27 and 28 November
2015 at the Renaissance Palm Garden Hotel in
Putrajaya.
 You are the MD and you want to call the Project
Manager of Design and Graphic Dept for a
meeting on the 28 of February as you want to
see the 1st phase of the conference publicity
work. You also want him to bring the designs of
the logo to be approved. The place and time of
the meeting is at the manager’s Resource
Centre at 2.30pm.