Group members
SYED MUSTAFA (16L-5498)
HASEEB ULLAH (16L-5493)
AMIR HAYAT (16L-5494)
ARSALAN SALEEM (16L-5486)
What is Memo
A memorandum letter or simply known as memo is a letter containing
a statement that is usually written by higher authorities of an
organization for the purpose of sharing information.
Aims to record and relay information, and to make brief appeals
essential in the field of business as it helps build good relationships
helps in establishing accountability of things and saves you hassle
and time than writing a letter will
Memos are generally less formal than a letter.
Purpose
Memos have a twofold purpose:
1. they bring attention to problems and
2. they solve problems.
To accomplish their goals by informing the reader about new
information like policy changes , by persuading the reader to take
an action, such as attend a meeting etc.
To connect the purpose of the writer with the interests and needs of
the reader.
Audience
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.
Be certain that material is not too sensitive to put in a memo.
Memos are most effectively used when sent to a small to moderate
amount of people to communicate company or job objectives.
Significance
Inexpensive:
1. Communicate without ink or papers expenses.
2. No paper disposal.
Evidence:
1. Helps in avoiding any conflict.
Timeline Snapshot:
1. To show what was happening in a company at a specific point.
2. Shows company’s actions, goals and who initiated them.
Significance
Less Disruptive:
1. Businesspeople are able to produce and deliver memos
unobtrusively.
Delivery:
1. It takes just one person to hand the memo out to employees or
put it in the employee mailbox.
2. Digital Memos can be distributed with a single click.
Critical Thinking:
1. Gives a clear picture of intent behind writing.
Structure
Company Name
Heading Segment
The heading segment follows this general
format:
• TO: (readers' names and job titles)
• FROM: (your name and job title)
• DATE: (complete and current date)
• SUBJECT: (what the memo is about,
highlighted in some way)
Structure
Structure
Opening Segment
The purpose of a memo is usually found in the opening
paragraph and includes:
1. The purpose of the memo: to clarify the reason that why
should the audience read a particular document.
2. The context.
3. The problem.
4. The specific assignment or task.
Gives the reader a brief overview of what the memo will be
about
The more direct the memo plan, the more explicit the
introduction should be.
The introduction should be brief, and should be
approximately the length of a short paragraph.
Structure
Context
The event, circumstance, or background of the
problem you are solving.
Use a paragraph or a few sentences to establish the
background.
State the problem.
Include only what your reader needs, but be sure it
is clear.
Structure
Task Segment
To describe what you are doing to help solve the problem.
If the action was requested, your task may be indicated by a sentence
opening like, "You asked that I look at....“
If you want to explain your intentions, you might say, "To determine
the best method of promoting the new fall line, I will....“
Include only as much information as is needed by the decision-makers
in the context
be convincing that a real problem exists.
Do no ramble on with insignificant details.
If you are having trouble putting the task into words, consider whether
you have clarified the situation.
Do planning before writing a memo.
Make sure your purpose statement divides your subject into the most
important topics that the decision-maker needs.
Structure
Summary Segment
If your memo is longer than a page, include a separate
summary segment.
Not necessary for short memos.
This segment:
1. Provides a brief statement of the key
recommendations you have reached.
2. helps reader to understand the key points of the
memo immediately.
3. includes references to methods and sources you have
used in your research.
Structure
Discussion Segments
Longest portion of the memo.
Parts in which you include all the details that support your
ideas.
Begin with the information that is most important.
Start with your most general information and move to your
specific or supporting facts. (Be sure to use the same
format when including details: strongest to weakest.)
Include strong points and evidence to persuade the reader
to follow your recommended actions.
If this section is inadequate, the memo will not be as
effective as it could be
Structure
Closing Segment
Close with a courteous ending that states
what action you want your reader to take.
Make sure you consider how the reader will
benefit from the desired actions and how you
can make those actions easier.
Example: "I will be glad to discuss this
recommendation with you during our
Tuesday trip to the spa and follow through
on any decisions you make."
Structure
Necessary Attachments
Document your findings or provide detailed
information whenever necessary. You can do this
by attaching lists, graphs, tables, etc. at the end of
your memo.
Refer to your attachments in your memo
Add a notation about what is attached below your
closing,
Example: 4 Attached: Focus Group Results,
January- May 2007 Contributors: Courtnay Perkins,
Allen Brizee
Basic Steps to write an
Effective Memo
1. Prewrite
Purpose
Audience
2. Draft
3. Revise
Content
Organization
Tone
4. Refine
Word Choice
Sentence smoothness
Correctness
Overall Design
Types of memo
Informational – deliver information
Instructional – deliver instruction
Informational memo
Conveys one or more pieces of information
Reveal new or refresh old information
Provides a reason why information is relevant
to render
Informational memo
Present most important information first
Make sure it answers WH questions
End by offering to be assistance if there are
any questions/uncertainties/doubts
Instructional memo
Conveys one/more directives
Calls for and expect action to be taken
Provides enough information to understand
what the instructions are, who issued them,
when, and why action needs to be taken
Instructional memo
Important to build background for why
instructions are relevant
May include discussion – show readers how
instruction fit into larger picture
Summary may include bulleted directives that
will be elaborated on in discussion
End by offering assistance
BAD MEMO EXAMPLE
Bad memo
Example # 1
Bad memo
Bad memo
Bad memo
No proper
background
given
Bad memo
No proper
background
given
Contains
harsh/blaming and
vague language
Bad memo
No proper
background
given
The writer does not invite any
Contains personal discussion of the
harsh/blaming and problem, but instead, seems to
vague language retreat behind a parentlike
admonishment
Bad memo
Example # 2
It does not answer all the
questions a supervisor needs
to have answered
Writer comes across as
unprofessional and vague
GOOD MEMO EXAMPLE
Good memo
Example # 1
Contains natural
language
States the problem
clearly
Stresses teamwork to
achieve mutual goals
Invites a face-to-face
conversation in a
neutral location
Good memo
Example # 2
Looks
Professional
Provides an
account of the
accident
The result of
accident and
what further
action is
required
