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Memo

This document provides information about business memos, including their purpose, types, and how to write one. It discusses that memos are used for internal communication and are more informal than letters. There are four main types of memos: announcement, authorization, request, and transmittal. The document also provides tips for writing a memo, including outlining the key points in the exploratory phase and crafting the memo by categorizing the information.

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312 views11 pages

Memo

This document provides information about business memos, including their purpose, types, and how to write one. It discusses that memos are used for internal communication and are more informal than letters. There are four main types of memos: announcement, authorization, request, and transmittal. The document also provides tips for writing a memo, including outlining the key points in the exploratory phase and crafting the memo by categorizing the information.

Uploaded by

fruitfulluft
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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` Memorandum In Business Communication

Meaning : Memorandum is the medium used for communicating written message to the persons inside the organization .It is the most common form of communication between people or department

Purpose of business Memo format

The purpose of the business memo format is to communicate in an effective method that connects the purpose of the writer with the interests or needs of memo recipients. Memos are written to:
1. 2. 3. Solve problems by introducing new information like policy changes . Imparts information regarding new products. To present goals or expectations requiring the recipient to take action such as attending a meeting, or changing a current work procedure .

Different Types of Memo :

1. Announcement Memo 2. Authorization Memo 3. Request Memo 4. Transmittal Memo

Announcement Memo
MEMORANDUM To From : Date Subject : : : All Staff

Elaine Thomas, Administrative Officer 12 May 2002 Operating Instructions for New Copying Machine

Introductio n Main point

A new photocopier has been installed in the general office. All staff are welcome to use it. To ensure the copier's survival, it is important to keep the following procedures in mind: Use the machine for no longer than 30 minutes at a time After use, allow the machine to cool for at least five minutes - Make sure the switch is turned off after use.

Secondary Information Action

Please speak to me if you have any questions about the machine.

Authorization Memo
MEMORANDUM To From Date Subject
Background information

: : : :

M. Leung K. Doherty, Manager 12 May 2002

Purchase of Accounting Computing Packages

Your findings on our existing computing packages identified inadequacies. Your proposal indicated two new packages suited to our current and projected needs. Actions 1. Please order these packages from the supplier nominated in the proposal and arrange for their installation on our terminals as soon as possible. 2. Could you organise and be involved in training each of our computer operators? 3. Please see me sometime on Wednesday to arrange a reduction in your regular responsibilities to give you time to complete the project.

Main point

Secondary Information Action

Request Memo

MEMORANDUM To From Date Subject


Main point Secondary Information Action

: : : :

Section Heads Ravi, Operational Manager 12 March 2002

Planning of Work Schedules July-December

Work schedules for July to December are now being prepared. To help us plan these in a manner that suits all sections, please let me have the holiday schedules for the employees in section by 24/3/2002

Transmittal Memo

MEMORANDUM To From Date Subject


Main point Secondary Information Action

: :

Mr Hong

Jenny Lee, Human Resource Manager : : 12 January 2002

Statistics on Staff Absenteeism

The statistics you asked for on staff absences are attached. These figures are for the last five years. A table projecting absenteeism for the next quarter is attached. If you would like to discuss the statistics, my extension is 3166. Please forward me a copy of the report you prepare from the statistics.

Difference between Memo and Letter

1.

A Memo is for Inner communication. For example: You send a memo to your work colleagues from the same Company only Whereas , A letter is for inter communication. You can send a lett to someone from a different company than yours.

2.

A letter is more formal, requires more address information, politeness, use of titles Whereas ,a Memo does not have a salutation & complementary close.

Tips on writing a memo

Phase I : The Exploratory Phase

1. Put down everything you want to say about the subject. 2. Use personal pronouns.

` Phase. Phase II : The Crafting


1. Underline every item that is vital to your reader,omit those that are not. 2. Jot down the purpose of the memo at the top of the page. 3. Divide your underline items into separate category. 4. Write a heading to each category. 5. Determine the order of importance of each category to the reader & number them.

Thank You
Prepared By:
Shivani Gaur Shobit Aggarwal

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