Post on 14-Dec-2015
Summary• What is an email?• Techniques to write effective emails• When to use email• Effective Subject Lines• Email Content and Style• Format• Signatures• Professionalism• Email etiquettes
What is Memorandum?
• Memorandum is a written correspondence only within company.
• Its an important mean by which employees communicate with each other.
• Its an informal report.
• Less threatening• Readily accessible• Easy to adapt• Used for many purposes• Can be for all levels
Memorandums are:
What should you know about Business Memos? They . . .
• are used within an organization • usually are informal in style • normally function as a non-sensitive communication• are short and to-the-point • have a business tone / no slang or jokes• do not require a salutation (formal greeting) • do not have a complimentary closing as does a
business letter (END) • have a format very different from a business letter • may address one person or a group of individuals
Memos• Audience recognition:1. In-house2. Acronyms/Internal Abbreviations• Style: 1. Simple words2. Readable Sentences3. Specific Detail4. Highlighting Techniques• Grammar: 1. Grammatical Conversations
Basic Elements of Memorandum Format
• Date:• To:• From:• Subject:• Memo Report:• Names of receivers:
Memo SampleCollege of Business Administration Business Communication
Memorandum
Date: September 10, 2007
To: CBA Students From: Dale Coattail
Sunject: How to Write a Memo
Your instructor has asked you to write a memo, which is the most common form of written communication in business. In order to perform this task successfully, you should conform to general business standards of content, format, structure and language use. Regarding Content, the first rule of writing a good memo is "Get to the point!" The second rule is "Know what your purpose is." Before you start writing, be sure that you know what your "answer" is to the boss's or colleague's question. Don't include all your thinking in the memo. While several pages of thinking might get written as you come up with the answer, the memo includes only the answer. Citations, financials, or justifications that must be available to the reader can be added as appendices or written as a separate, formal report. The memo should include only those ideas that are required for the reader's action or decision.
Format This memo is an example of memo format. Note especially the routing information, the use of headings, and the single spaced block paragraphs. If your memo looks like a memo, there's a better chance a business reader will take your ideas seriously. If you are working in a CBA lab, the easiest way to duplicate the proper memo format is to use a template. (Select "new" from the File MENU and select the "memo" tab on the dialogue box.)
Structure The typical memo is only 2 or 3 paragraphs and fits on one page. The first paragraph summarizes the gist of the whole memo, then the main points are covered in the same order they were previewed. Again, this memo provides an example of the typical structure.
Language Use A memo is often less formal than a letter, but should still be written with a businesslike tone. You can be friendly, but not cute. Your professional image depends on perfect spelling and grammar, but you can usually get away with a few "down home" expressions. Edit for wordiness and get directly to the point. Use language to communicate your ideas effectively and efficiently. (END)
cc: Your Instructor
Executive Summary or Introduction
Headings w/ routing information
Special note
Start the Body / Body Headings
Guidelines for writing Memos
• Place DATE, TO, FROM, SUBECT at left hand margin
• Place DATE to the right (optional)• Follow each item with a colon• Lace names of people below the message• Name the contents in subject line• Signature must occur at right of your typed
name
Memo Writing Process
• Writing1. Review your Pre-writing2. Determine your focus (topic sentence)3. Clarify your audience4. Review memo criteria (what a memo entails)5. Organize your ideas (Chronology)6. Write the draft
Memo Writing Process
• Re-writing1. Add new detail for clarity (5 W’s)2. Delete dead words/phrases (conciseness)3. Simplify words/phrases4. Move information from top to
bottom/bottom to up
Types of Memos
Student Written
Memo
Professionally Written Memo
Professionally Written Problem-Solution
Memo
Professionally Written Compare-and-Contrast Memo
Lets Practice one!
• A major project is being introduced at work. Write a Directive Memo, as a Director, informing your work team of their individual work and responsibilities. Your team comprises Marketing Manager, Assistant Manager, Finance Officer and Field Officer.
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Destination
Memos• Internal • Correspondence written to
colleagues within a company
Letters• External • Correspondence written outside the
business
E-mail• Internal or external• Correspondence written to personal
friends as well as business associates
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Format
Memos• Identification lines include:
Date To From Subject The message follows
Letters• Includes:
Letter-head address Date Reader's address Subject Salutation Text Complimentary close Signatures
E-mail• Identification lines include:
Subject From (writer’s name, and e-mail address) Sent (date of transmission) To (reader's name and email address) The message follows
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Audience
Memos • Generally high-tech or low-tech• Mostly business colleagues
Letters • Generally low-tech and lay readers• Such as vendors and clients
E-mail• Generally multiple readers with
various levels of knowledge• Could include instructors• Company supervisors• Subordinates as well as family and
friends
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Topic
Memos • Generally high-tech to low-tech; abbreviations and acronym often allowed
Letters • Generally low-tech to lay; abbreviations and acronyms usually defined
E-mail • A wide range of diverse topics determined by audience
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Tone
Memos • Informal• Peer audience
Letters • More formal• Audience of vendors and clients
E-mail • Usually informal• Due to the “conversational” nature of
electronic communication
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Attachments or Enclosures
Memos• Hard-copy attachments can be stapled to
memo• Complimentary copies can be sent to
other readers
Letters• Additional information can be enclosed
within the envelope• Complimentary copies can be sent to
other readers
E-mail• Computer files• Active links and downable graphics can be
attached• Complimentary copies can be sent to
other readers
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Structure
Memos • Typically 8 ½” * 11” with 1” margins• 80 characters per line• 55 lines per page
Letters• Typically 8 ½” * 11” with 1” margins• 80 characters per line• 55 lines per page
E-mail• Typically one viewable screen with 60-70
characters per line• 12-14 lines per screen• Beyond these parameters, a reader must
scroll
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Security
Memos• If the company’s mail delivery is reliable, the memo
will be placed in the reader's mailbox• Security depends on the ethics of co-workers and
whether the memo was sent within an envelope
Letters• Privacy laws protect the letter’s content• Once the reader opens the envelope, he or she sees
exactly what the writer wrote
E-mail• E-mail systems, like computer systems, malfunctions
from time to time• Sent email might not arrive• The content can be the same, but the page layout
could be differ• Email can be tampered with and/or read by others
with access to the system
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Writing a Memo
It’s time for your group to meet again for the final Project (assume that you are the group leader). Write a memo
calling the meeting. Provide an agenda.
Recap
• What is Memo?• Memo Formatting• Types of Memos• Similarities and Differences between Memo,
Letter and Email