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INTEROFFICE Updated (5-6)

The document discusses two types of internal business communication: memorandums and meeting minutes. Memorandums, or memos, are short written messages used to communicate information within a company. Meeting minutes are a written record of everything that occurs during a business meeting, including key issues discussed, motions proposed and voted on, and follow-up actions. The document provides details on the typical parts and structure of memos and minutes, such as headings, bodies, and formats for recording discussions, decisions, and tasks.

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Junjun Siega12
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35 views16 pages

INTEROFFICE Updated (5-6)

The document discusses two types of internal business communication: memorandums and meeting minutes. Memorandums, or memos, are short written messages used to communicate information within a company. Meeting minutes are a written record of everything that occurs during a business meeting, including key issues discussed, motions proposed and voted on, and follow-up actions. The document provides details on the typical parts and structure of memos and minutes, such as headings, bodies, and formats for recording discussions, decisions, and tasks.

Uploaded by

Junjun Siega12
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Interoffice

communication
Types:
1. Memorandum 2. Minutes of the
more commonly known as meeting
a memo, is a short a written record of
message or record used
everything that has
for internal
occurred during a
communication in a
business. business meeting

2
memorandum
Memo
Memos can be used to quickly communicate with a wide
audience something brief but important, such as
procedural changes, price increases, policy additions,
meeting schedules, reminders for teams, or summaries
of agreement terms, for example.

3
Effective
memos
 short,
 concise
 highly organized,
 never late
 provides unnecessary or confusing
information
Purposes
of Memo
 Share information
 Request
 Congratulate
 Recommend
 Direct people
 Announce
 Confirm
 Inform
 Instruct
 Reply
 Express Appreciation
 Persuade
Parts of a Memo
1. Memo Number (format depends on the organization)

2. Heading

TO: DATE:
FROM: or TO:
DATE: FROM:
SUBJECT: SUBJECT:

6
Parts of a Memo
1. 3. Body

 Leave one blank line between the heading and the


body;
 Single-space the body text, leaving one blank line
between paragraphs;
 Use block paragraphs (no paragraph indentions);
however, indenting paragraph is permissible based
on your organization’s preferred format.

 A. Purpose
 B. Message
 C. Conclusions 7
Approaches for
Writing Memo:

1. Direct Approach
2. Indirect Approach
3. Persuasive Approach

8
Sample:

9
Minutes of the
Meeting
Meeting minutes are notes that are recorded during a
meeting. They highlight the key issues that are discussed,
motions proposed or voted on, and activities to be
undertaken. The minutes of a meeting are usually taken
by a designated member of the group. Their task is to
provide an accurate record of what transpired during the
meeting.

10
Steps Involved in
1 Recording Meeting
Minutes
There are five main steps involved in recording the
minutes of a meeting. They are:
 Pre-planning
 Record-taking
 Writing or transcribing the minutes
 Sharing meeting minutes
 Filing or storage of minutes for referencing in
the future
What to include:
￮ Before recording any details, a designated minutes recorder
should familiarize themselves with the type of information that
they should record. A group may be using a specific format to
record notes but, overall, the minutes of a meeting typically
include the following details:
1. Name of Organization
2. Date and Time of Meeting
Members Present and Absent ( If members are few)
Agenda/topics
Summary of discussions
actions
time the meeting ended
name of minutes taker (with signature)
noted by presiding officer 12
Agenda:

￮ An agenda lists the items of


business in order that they are to
be discussed at a meeting.

13
Take note:
Write only important short statements. Do not add words. Use the
REPORTED SPEECH format.

Keep it brief and straight to the point

Numbers should be included at the left side. No space is left


Unnumbered.

Make sure that the members are quorum. A quorum meeting


Has population divided by two plus 1 attendees.

14
Take note:
 Past-tense
 Chronological order
 Need not to be keyed verbatim

15
Sample:

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