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Presentation On Memo

This document provides information on different types of memos, including their purposes and examples. It defines a memo as a document used for internal company communication that can be as formal as a business letter. Common memo types discussed include directive, trip report, response, and field report memos. Examples of each type demonstrate their typical structures, such as including purpose and action statements. The document also lists some other business memo types like operational, environmental, dress code, financial, and cover memos.

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Javeria Maham
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1K views19 pages

Presentation On Memo

This document provides information on different types of memos, including their purposes and examples. It defines a memo as a document used for internal company communication that can be as formal as a business letter. Common memo types discussed include directive, trip report, response, and field report memos. Examples of each type demonstrate their typical structures, such as including purpose and action statements. The document also lists some other business memo types like operational, environmental, dress code, financial, and cover memos.

Uploaded by

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

MEMO
MEMO DEFINITION

• A MEMO IS A DOCUMENT TYPICALLY USED FOR


COMMUNICATION WITHIN A COMPANY.
• MEMOS CAN BE AS FORMAL AS A BUSINESS LETTER AND
USED TO PRESENT A REPORT.
PURPOSE OF A MEMO

• USUALLY YOU WRITE MEMOS TO INFORM READERS OF


SPECIFIC INFORMATION.
• YOU MIGHT ALSO WRITE A MEMO TO PERSUADE OTHERS TO
TAKE ACTION, GIVE FEEDBACK ON AN ISSUE, OR REACT TO
A SITUATION. HOWEVER, MOST MEMOS COMMUNICATE
BASIC INFORMATION, SUCH AS MEETING TIMES OR DUE
DATES.
TYPES OF MEMO

• THERE ARE MANY TYPES OF MEMOS WHICH OF THE ARE


FOLLOWING.
⮚ DIRECTIVE MEMO
⮚ TRIP REPORT MEMO
⮚ RESPONSE MEMO
⮚ FIELD REPORT MEMO
DIRECTIVE MEMO

• A DIRECTIVE MEMO STATES A POLICY OR PROCEDURE YOU


WANT THE READER OR CO-WORKER TO FOLLOW.
EXAMPLE OF DIRECTIVE MEMO
TO: DESIGN TEAM #362

FROM: W.B. WORKING

DATE: MAY 27, 1997

SUBJECT: PROJECT SCHEDULE

AS A RESULT OF YESTERDAY'S MEETING, I SUGGEST WE FOLLOW THE PROJECT


SCHEDULE LISTED BELOW. REMEMBER, WE MUST SUBMIT A PROPOSAL BY NOON
ON JULY 2.

SCHEDULE

TASK COMPLETION
DATE

• DIVIDE RESEARCH INTO GROUPS


AND COMPILE INFORMATION JUNE 6

• REVIEW DESIGNS FROM KATE AND BILL. JUNE 11

• WRITE PROPOSAL JUNE 23

• REVIEW PROPOSAL JUNE 26

• SUBMIT PROPOSAL FOR PRINTING JUNE 27


TRIP REPORT MEMO

• A TRIP REPORT MEMO IS USUALLY SENT TO A SUPERVISOR


AFTER AN EMPLOYEE RETURNS FROM A BUSINESS
VENTURE. THE STRUCTURE IS LISTED BELOW:
• PURPOSE STATEMENT
• SUMMARY
• DISCUSSION
• ACTION
EXAMPLE OF TRIP MEMO
TO: Design Team #362
FROM: W.B. Working
DATE: June 27, 1997
SUBJECT: Weekly Meeting

This memo presents my impressions


Purpose:
of the meeting last week.

In general, I felt that the meeting


Summary: went well and much progress was
made.
Barb and Jeff were able to make
progress on the graphics and should
Discussion: have them finished next week.
Kyle and Sandy are on Chapter 2 of
the user manual.
Kyle will meet with Jeff to see how
Recommendation: they want the graphics integrated into
the text.
RESPONSE MEMO

• THE PURPOSE OF THIS MEMO IS TO PROVIDE THE AUDIENCE


WITH DESIRED INFORMATION. IT USUALLY HAS FOUR
PARTS:
• PURPOSE STATEMENT
• SUMMARY
• DISCUSSION
• ACTION
EXAMPLE OF RESPONSE MEMO
TO : DESIGN TEAM #362

FROM: W.B. WORKING

DATE : MAY 27, 1997

SUBJECT : PROJECT SCHEDULE

PURPOSE : THIS MEMO RESPONDS TO YOUR REQUEST THAT THE WEEKLY MEETING BE

MOVED FROM 9AM TO 10AM.

SUMMARY: THIS REQUEST IS SATISFACTORY AS LONG AS IT IS APPROVED BY

MANAGEMENT.

DISCUSSION: MANAGEMENT USUALLY HAS NO PROBLEM WITH THE INDIVIDUAL TIME

CHANGES IN MEETINGS, AS LONG AS MEETING MINUTES ARE TURNED IN BY NOON TO

CATHY.

ACTION : I HAVE ASKED CATHY IF SHE THINKS THIS WOULD BE A PROBLEM AND SHE

SAID NO, SO ALL WE NEED TO DO NOW IS GET APPROVAL FROM STEVE.


FIELD REPORT MEMO
• MEMOS ARE OFTEN USED TO REPORT ON INSPECTION AND PROCEDURES.
THESE MEMOS, KNOWN AS FIELD OR LAB REPORTS, INCLUDE THE
PROBLEM, METHODS, RESULTS, AND CONCLUSIONS, BUT SPEND LESS
TIME ON THE METHODS SECTION.
• A FIELD OR LAB REPORT MEMO HAS THE FOLLOWING STRUCTURE:
• PURPOSE OF MEMO
• SUMMARY
• PROBLEM LEADING TO THE DECISION TO PERFORM THE PROCEDURE
• METHODS
• RESULTS
• CONCLUSIONS
• RECOMMENDATIONS
EXAMPLE OF FIELD REPORT MEMO
TO: DEAN OF JOURNALISM

FROM: STEVE NASH

DATE: JUNE 27, 1999

SUBJECT: COMPUTER LAB

PURPOSE: THIS MEMO PRESENTS MY THE FINDINGS OF MY VISIT TO THE


COMPUTER LAB AT CLARK C252.

SUMMARY: IN GENERAL, I FELT THAT THE LAB NEEDS MUCH NEW EQUIPMENT
AND RENOVATION.
PROBLEM : THE INSPECTION WAS DESIGNED TO DETERMINE IF THE PRESENT
EQUIPMENT WAS ADEQUATE TO PROVIDE GRADUATE STUDENTS WITH THE
TECHNOLOGY NEEDED TO PERFORM THE TASKS EXPECTED OF THEM BY
THEIR PROFESSORS AND THESIS RESEARCH.

METHODS : I RAN A SERIES OF TASKS ON SPSS AND WORDPERFECT AND


RECORDED MEMORY CAPACITY AND PROCESSING TIME FOR EACH TASK.

RESULTS : THE INSPECTION FOUND THAT THE HARDWARE USED TO RUN THE
COMPUTERS IS OUTDATED AND THAT THE COMPUTERS ITSELF ARE VERY
SLOW.

CONCLUSIONS : THIS LAB IS INADEQUATE FOR THE EVERYDAY NEEDS OF


GRADUATE STUDENTS IN THIS DEPARTMENT.

RECOMMENDATIONS : FOUR NEW COMPUTERS RUNNING ON WINDOWS 98


AND A PROCESSING SPEED OF AT LEAST 233MHZ SHOULD BE PURCHASED
IMMEDIATELY.
SOME BUSINESS MEMO TYPES

• OPERATIONAL MEMOS
• ENVIRONMENTAL MEMOS
• DRESS CODE MEMOS
• FINANCIAL MEMOS
• COVER MEMOS
Operational Memo

A written policy for the Department of Corrections (DOC) that applies to


one (1) or more of the units and outlines the general uniform procedures.

A written memo that applies specifically to an institution or unit and


outlines the procedures regarding the topic area
Environmental Memo

Material of Environmental Concern means and includes chemicals,


pollutants, contaminants, waste, toxic or hazardous substances, oil,
petroleum and oil and petroleum products and any other polluting
substances, the release, discharge, disposal or emission of which
into the environment is regulated, prohibited or penalised by or
pursuant to any applicable environmental law.
COVER MEMORANDUM

Cover memo or memorandum, as it is sometimes called, can be defined as


some written document that is meant for internal communication within the
organization. Added to internal communication, the memo can also be used for
a background prelude to your resume. A cover memo template is a shorter
version of a cover letter.
...T
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