Memorandum

• A memorandum is considered “inside” correspondence.

• It is written to someone in your company.

Memorandum

• A memo is less formal than a letter.• It usually conveys one idea and is likely to be

short.• Effective memos are clearly written with the

objective stated in the first sentence.

Purposes of Memos

• To Inquire• To Inform• To Report• To Remind

Questions

• You should be able to answer several questions regarding your memo:

1. Exactly why are you writing the memo?2. Is the person you are writing to in a position

to make a decision?3. Do you state your objectives immediately?

Check Your Memo

• Is is easy to find the main point?

• Would it help to underline, indent, or bullet the main points?

• Does your memo have plenty of white space for easy readability?

• Have you removed unnecessary words?

• Is your memo filled with technical jargon?

• Is it positive?• Does it “step on

anyone’s toes”?

Memos

• A memo should be designed to get your message across quickly.

• Busy people do not want to waste time reading unnecessary information.

Organization of the Memo

• Statement of Purpose• Message• Statement of Future

Action

Special Formatting and Mechanical Techniques

• Use enumerations to list important items

• Use solid capitals and centering to emphasize an important detail

• Use columns with headings to make reading and understanding easier

Important “Nevers” in Memo Writing

• Never write memos or any other communications which are unnecessary.

• Never write complicated, hard-to-understand memos.Keep them simple and to

the point.

Important “Nevers” in Memos Writing

• Never write rude, blunt, or thoughtless memos.

• Never send memos that have typos, misspelled words, or grammatical errors.– They are a poor

reflection on you!

Important “Nevers” in Memos Writing

• Never waste space with unnecessary introductory material.– Plunge in!

• Never leave out necessary details causing people to have to follow up with questions.

Important “Nevers” in Memos Writing

• Never use a closing line or a signature in a memo.

BASIC PARTS OF A MEMO

• TO:• FROM:• DATE:• SUBJECT:

• Body of the memorandum—single spaced• Reference initials

Memos

• Make sure the memorandum isWell placedHas correct punctuation and spelling

I. Heading

TO: (readers' names and job titles)FROM: (your name and job title)DATE: (Month day, year)SUBJECT: (what the memo is about, highlighted in some way)

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From Line

CC: (others who are involved)

BCC: ( not directly involved)

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Subject line

Should summarize the reason of the memo.

Should be 10 words or less. Is NOT a sentence - it is a long

title.

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II. Opening

Three parts: 1. The context and problem2. The specific assignment or task3. The purpose of the memo.

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1. The context

Event, circumstance, or background of the topic/issue.

Include only what your reader needs, but be sure it is clear.

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2. Task

Describe what you are doing.

• 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 controlling the percentage of turnover extremities, I will...."

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3. Purpose Statement

Are you announcing a meeting, welcoming a new employee, or asking for input on adopting a new policy?

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III. Discussion

• In the discussion segment, give details about the issue/topic

• Describe the task or assignment with details that support your opening paragraph.

who, what, when , why, where, how

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IV. Closing

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.

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V. Summary

If your memo is longer than a page, you may want to include a separate summary segment.

This part provides a brief statement of the recommendations you have reached.

These will help your reader understand the key points of the memo immediately.

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Example

Plankton Engineering To: Employees In Research and

Development Team From: Mary Silvers, Project Manager Date: January 15, 2015Subject : New Flex-Time Policy

Beginning March 1, 2002

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Example - continue

Plankton Engineering is offering a new flex-time schedule to all employees. You MUST sign up for this plan by Feb. 20, 2002, in order to use it.

Components of the Plan Employees must agree to: – Work 40 hours a week – Work a minimum of 4 days a week – Arrive at work no later than 9:30 a.m. – Leave work no earlier than 3:30 p.m.

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Example - continueScheduling Considerations

Employees may schedule work time as long as it fits the above criteria. Employees who sign up for this new flex time scheduling must declare their work hours during the previous week. The supervisor will take responsibility for recording each employees work schedule.

Employees who wish to try this new plan must stay on it for three months before returning to the current policy. Employees who may want to start it later, must wait until January of the next calendar year to sign up.

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Example - continue

Important Reminder Remember - Sign up by Feb. 20 to take

advantage of the new Flex-Time schedule.

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Are you ready to do your assignment ?

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Carol Stanford, owner of Baby Bears, Inc. needs to inform her employees that the pay schedule will change from once a month to twice a month. Pay cheques will be distributed on the 1st and 15th of each month.

Also, the employees will now have an option of having their cheque automatically deposited in their bank account. Write a memo as if you were Ms. Stanford explaining the new pay period schedule and cheque deposit options to the employees.

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