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Memo's

This document provides information on memoranda, including their purpose, format, and conventions. Memoranda are brief internal documents used for communication within offices and organizations. They are less formal than letters and usually contain recommendations, instructions, or proposals. The main types include memorandums of understanding, agreement, and association. Well-written memoranda follow standard conventions, keep a clear tone, state the purpose upfront, and suggest any needed actions. The typical memorandum format includes a heading with to, from, date, and subject fields followed by an introduction, body, and conclusion.

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Raj Ahuja
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3K views13 pages

Memo's

This document provides information on memoranda, including their purpose, format, and conventions. Memoranda are brief internal documents used for communication within offices and organizations. They are less formal than letters and usually contain recommendations, instructions, or proposals. The main types include memorandums of understanding, agreement, and association. Well-written memoranda follow standard conventions, keep a clear tone, state the purpose upfront, and suggest any needed actions. The typical memorandum format includes a heading with to, from, date, and subject fields followed by an introduction, body, and conclusion.

Uploaded by

Raj Ahuja
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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Introduction

 A memorandum is a brief and small written


record or document used in offices for internal
communication purposes that has been said
verbally. Whether it's a business,
government/education institution, or legal
office, memoranda are used whenever
required. As reminders to personnel, they
usually contain recommendations or
instructions, occasionally proposals.
Memos Conventions:

 Less formal than letters.


 Usually short documents.
 Used for internal communication.
 Used for sending ideas, suggestions,
notices, updates.
Types of memorandum used in offices:

The various types of memoranda used


in different offices are:
 Memorandum of Understanding,
 Memorandum of Agreement,
 Memorandum of Association,
 Private Placement Memoranda, and
 Confidential Offering Memoranda.
Why learn about writing
memos?
 important form of corporate communication
 clear and concise communication of complex
subjects
 Useful in situation where e-mails or text
message are not suitable.
 writing style and approach applicable to other
communications, such as email
 set yourself apart from people who cannot write
Purpose of a memo
 “solve problems” by:
 informing
 persuading
 refuting
 arguing
 analyzing
 …
 Recipients: one person, several persons, one or
more groups, a whole community
Memo’s can be grouped in different
ways.

1. Personal - a single copy sent to one individual.


Needed for confidential messages.
2. General - sent to a lots of people, either as
individual copies or one copy, which is circulated
within a circulation list (cc).
3. Notice - placed on notice boards. Any can read
them. Nobody might!
4. Report - The memo can be used for
producing short reports with the text of the
report set out as an informal report.
5. Covering - A brief memo can be attached to
a larger document which shows who sent it
and when.
Strategies for Writing Memos:
 Consider your tone.
 Keep the memo concise and to the point.
 State your purpose in a brief introduction.
 Review the context.
 Present good news first, bad news last.
 Base paragraphs on topical content.
 Use short paragraphs.
 Use headings, lists, tables.
 Suggest action in conclusion.
General rules:
 keep your audience in mind
 follow a structure.
 follow an outline.
 get to the point early.
 revising is easier than writing perfectly the
first time.
 follow style guides and writing manuals.
Format of memorandum
Typically, a memorandum has the following structure:
MEMORANDUM
TO: The recipient of the Memorandum
FROM: The person circulating the Memorandum
DATE: The date of issue of the memorandum. Usually, the date is written in a
formal manner – e.g. 3rd August, 2007.
SUBJECT: Provides a short title describing the topic of discussion in the
Memorandum
The main body or the actual content of the Memorandum contains:
Introduction: Giving a brief description as to why the Memorandum has been
written and the topic of discussion.
Body: The topic of discussion is explained in detail.
Conclusion: Explaining what will or should follow after this, when the follow-up
will occur, and why the date is so important.
Signature: Optional
To:  Health & Safety Committee

From: Joe Chan, Chairperson, H&S Ctte

Date: 10 Aug '09 


MEMO

Room change for next meeting


Subject:  The meeting on Saturday, 12 September
has been changed to Room 101.

To: My darling Jane

From: John

Date: Yes, please ;-)

Chocolate
I had a great time last night, let's do it again soon.
Subject: Hope you like this chocolate.
Love, John
Memo Organization: Heading

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