Memorandum sergelen (1)
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Transcript of Memorandum sergelen (1)
MemorandumPresented by B.Sergelen
Contents
Introduction Types of memo Typical components Format Recommendations Sample
1. Introduction
A memo is a no-nonsense professional document, designed to be read quickly and passed along rapidly
2. Typical components
Header Purpose Summary Discussion Action
2.1 Header
The header is compact block of information at the top of a memo
Memo to: SICT English class studentsFrom: B.SergelenDate: 2012.10.17Re: Writing memos
2.2 Purpose
Immediately state your reason for writing
Example: “ I am writing to provide you with recommendations on…”
2.3 Summary
Should be mini version of the memo, so put all your important information upfront in summary
2.4 Discussion
This section should include sufficient background information
2.5 Action
You should finish with a clear call for action.
Should encourage cooperation
3. Format
Paragraph formats Segment allocation Format for hard copy memo
3.1 Paragraph format
Block format Modified format
3.2 Segment allocation
Header- 1/8 of the memo opening Context and task- ¼ of the memo
summary Discussion segment- ½ of the memo
closing segment Necessary attachments- 1/8 of the
memo
3.3 Tips for formatting hard copy of memos
-Leave 2 top margin-Set side margin at 1 or ¼ inches-Leave blank line between the heading
guide words -Align the information following the
headings-Leave 2 blank lines between subject and
the first line of the memo-Graphic highlights
4. Types of memos
Directive Memos Response Memos Trip Report Memos Field/Lab report Memos
4.1 Directive Memos
States policy or procedure Should have clear purpose
4.2 Response Memos
Provide desired information Usually has 5 parts:
› Purpose› Statement› Summary› Discussion› Action
4.3 Trip Report Memos
Usually sent to a supervisor after an employee returns from a business venture
4.4 Field/Lab Report Memos
Used to report on inspection or procedure
Structure› Purpose of Memo› Summary› Problem – leading to the decision to
perform the procedure methods
5. Recommendation
Important Information Clarity Careful Arrangement Neatness Paragraphs must always be numbered Give Background information Write in a polite, undemanding,
personal tone. Clearly state deadline or time frame
6. Sample Memo
MemoTo: Department HeadsFrom: Peter JohnsonDate: December 10,2011Subject: Annual Bonus leave for employees with Outstanding Performance
Starting January 1st we will introduce the following modification for our company policy with regard to annual leave. Every year one employee from each department will be awarded special annual bonus leave for outstanding performance
The eligible employee will have additional 5 days of annual leave credited on January 15th. The bonus leave will be accounted for separately and will remain available until used.
We will have a meeting on December 15th at 10:00 a.m to discuss the results of the 2011 performance evaluation. The announcement to the employees will follow the meeting. If you have any questions or comments please let me know before the meeting.
Thank you for your attention