WRITING MEMO

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 WHAT IS MEMO?

 Memo is an abbreviation for memorandum. A memo is a brief,

written communication, especially in a business setting.
 Memos are used for "internal" communications within an
organization.
 While they are considered "informal," they are formal in the
sense that they are written and documented communication
within the organization.
 Memos typically include the following sections:
To
From
Date
Subject 2
 USES

•To bring attention to problems,

•To solve problems.
•To Provide Information
•To Issue Instruction
•To Convey Policy Decision
•To Offer/Invite Suggestion
•To Record/Report an Agreement
•To Establish Accountability
•Helps you to avoid meeting personally, when necessary
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 AUDIENCES

•Choose the audience of the memo wisely.

•Ensure that all of the people that the memo is addressed to
need to read the memo. If it is an issue involving only one
person, do not send the memo to the entire office.
•Also, be certain that material is not too sensitive to put in a
memo; sometimes the best forms of communication are face-
to-face interaction or a phone call.
•Memos are most effectively used when sent to a small to
moderate number of people to communicate company or job
objectives.
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 FEATURES

Used by a Person Known to the Receiver Personally

Less Formal in Tone and Without Formal Elements e.g.
Salutation/Greetings/Complimentary Close or even Signatures
at the end
Short
Necessary and Sufficient Information
Be Clear, Concrete and Specific
Easy-to-Understand
NO Emotional Appeal

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 FEATURES (CONT.)

A memo should always begin by indicating the purpose of

the communication
Address one key topic or subject.
Write short, simple, direct sentences.
Use language that is clear and unambiguous.
Write in point form - include bullets if you wish to make the
points easily accessible.
Create a courteous tone

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 FEATURES (CONT.)

Instructions within the memo should be written using the

imperative form of verbs, and in the present tense
Conclude with an instruction on what action should be taken
in response to the memo.
Note: the plural of memo is memos, while the plural of
memorandum is memoranda or memorandums.

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EXAMPLES OF MEMO

To: Department Chairs

From: Dr. Kerns, CEO
Date: March 13, 2016
Subject: Supplies Budgets

Please note that we have used more than 80% of the budgeted
funds for office supplies for this fiscal year. We have over 3
months left in the fiscal year. Plan accordingly so that you do
not overspend in this area. Please see me to discuss justifying
circumstances.
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 EXAMPLE MEMO

To: Mr. Harry Jones, Manager

From: Mr. Tanner Smith, Sales
Date: March 13, 2016
Subject: Resignation

Mr. Jones,

Please accept this as a two-week notice of my impending

resignation from the company. I have enjoyed my time and the
professional growth I have experienced with the company.
 
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 EXAMPLE MEMO

To: All Staff

From: Dr. Jeff Joyner, President
Date: March 13, 2016
Subject: Annual Company Picnic

The annual company picnic will be held at Memorial Park on

May 27, 2016. The event will be catered by Fresh Air
Barbeque, with desserts by Nancy's Sweet Things. Immediate
family members are invited. Please plan to join us!

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To: All Staff
From: The Manager
Date: May 27, 2010
Subject: Inappropriate use of time on Google Doodle games
 
Coworkers,
It has come to my attention that many in the office have been spending time on the
Google home page microgames. This memo is a reminder to use your work hours for work.
According to a recent article, the estimated daily cost of people collectively playing these
games instead of working is over $120 million—which is calculated based on the daily
average increased time spent on the Google home page (36 seconds).If these estimates are
applied to our 600 office employees, this will result in a nearly $700 weekly loss.
This is a conservative estimate considering the extensive discussions that occur about
beating the office's current high score. The extra cost quickly adds up.
Of course, we don't want you to view our organization as a place of drudgery and
draconian rules. I encourage a fun and competitive environment, and I recognize that we
certainly won't be profitable if you are unhappy or dissatisfied with your jobs. This is just a
reminder to be careful with your use of company time.
Thank you,
The Manager
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 To: All Staff and Interns
 From: Ana Lucily, Executive Assistant to the President
 Date: July 15, 2012
Subject: Dishes in the Sink

It has come to our attention that there has been a pile of unwashed dishes that
accumulates in the sink by the end of each week. It has gotten so bad that washing one’s
hands in the kitchen sink becomes an uncomfortable undertaking. Therefore, we are
introducing a new policy that mandates that employees wash their dishes as soon as they
are done with them, keeping the sink clear for other uses.

 If you do not have the time to wash your lunch container or coffee mug, leave it by your
desk until you are ready to wash it. Even two or three dirty plates will encourage every
person thereafter to leave their unwashed, food-stained dishes and silverware in the sink.
Conversely, studies have shown that when a sink is empty, people are more likely to wash
their dishes immediately.
Thank you for your cooperation!
 
Best,
Ana Lucily
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 EXERCISE:

 
1) Changed office time
2) Car parking
3) Cultural program, celebrating Pahela Baishakh, Victory Day,
Independence Day etc.
4) Office Meeting
5) Celebrating the silver, golden jubilee
6) Office time maintenance
7) Annual Picnic
 
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