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Memo

The document discusses the purpose and structure of memos used for internal communication within organizations. It notes that memos are used to provide information, issue instructions, request help, and provide suggestions. The standard format for a memo includes a heading with date, recipient, sender, and subject; an opening that describes the problem and purpose; a body with details and supporting information; and a closing that specifies required actions. Following correct memo format and writing conventions helps ensure memos are effective forms of internal business communication.

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545 views14 pages

Memo

The document discusses the purpose and structure of memos used for internal communication within organizations. It notes that memos are used to provide information, issue instructions, request help, and provide suggestions. The standard format for a memo includes a heading with date, recipient, sender, and subject; an opening that describes the problem and purpose; a body with details and supporting information; and a closing that specifies required actions. Following correct memo format and writing conventions helps ensure memos are effective forms of internal business communication.

Uploaded by

hashirimtiaz1123
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Memo Writing

Hassan Imtiaz
What is a Memo?
 Short for the word “Memorandum”.
 A business memo is a formal written message, written in a
conventional form for someone within the organization to
meet a specific need.
 It is an important means of internal communication used to
send information inside an organization. Whether a person is
a managing director in a multinational company, a sales
manager in a small firm, or a junior executive in a
government department, all have to write memos.
Uses of Memo
 To give information to some one
 To issue an instruction
 To request for help
 To give suggestions
Criteria for Writing a Memo
 Writing memos is a professional activity that demands effort
and sincerity. In order to write a memo that works, the correct
format should be used and standard writing conventions
followed. The memo should be divided into four segments to
organize the information and to help achieve its purpose.
 Parts of a Memo:
 Standards memos contain four parts:
1. Heading,
2. Opening,
3. Body,
4. Closing.
Heading
 The heading segment of a memo includes four elements, that
is, date, the recipient’s name and designation, the sender’s
name and designation, and the subject.
1. Date: (Complete and current)
2. To: (Name and designation of the recipient)
3. From: (Name and designation of the sender)
4. Subject: (Topic of the memo)
For Example
Opening
 Most memos begin with a short paragraph describing the
problem that led to the need for the memo and the basic
‘purpose’ of the memo.
 The opening of a memo must answer the following questions:
1. 1) What is the problem?
2. 2) What led to the need for the memo?
3. 3) What is the purpose of the memo?
Some Examples
 1) I am happy to report that our new product “ACT Energizer 2”,
launched in January this year, has been highly successful in the first six
months of its launch. I am sending you the sales report for the last six
months.
 2) As you requested, here is a copy of the annual sales report for our
new product “ACT Energizer 2”, launched in January this year.
Body
 The body of a business memo contains the message of the memo. It
describes, explains, and discusses the central idea of the memo, and
includes all the details that support the senders’ ideas.
 It may begin justifying the importance of the main point, and the next
few paragraphs may contain more information and supporting details.
Closing
 Memos should be closed with a courteous ending, stating what action
the reader is required to take. The sender can tell the readers how they
will benefit from the desired actions.
 If a problem is being discussed in the memo, it may be closed by
assuming up analysis of the problem and key recommendations.
Example
1. Please send your recommendations to me by March 5, 2015 so that we
are able to complete the project by the end of April, 2015.
2. We urge all the staff members to follow the above guidelines with
effect from August 5, 2015. If we all work together, we can easily
implement a uniform health scheme for all employees.

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