Memorandums. “Copyright and Terms of Service Copyright © Texas Education Agency. The materials...

Business Communications

Memorandums

“Copyright and Terms of Service

Copyright © Texas Education Agency. The materials found on this website are copyrighted © and trademarked ™ as the property of the Texas Education Agency and may not be reproduced without the express written permission of the Texas Education Agency, except under the following conditions: 1) Texas public school districts, charter schools, and Education Service Centers may reproduce and

use copies of the Materials and Related Materials for the districts’ and schools’ educational use without obtaining permission from the Texas Education Agency;

2) Residents of the state of Texas may reproduce and use copies of the Materials and Related Materials for individual personal use only without obtaining written permission of the Texas Education Agency;

3) Any portion reproduced must be reproduced in its entirety and remain unedited, unaltered and unchanged in any way;

4) No monetary charge can be made for the reproduced materials or any document containing them; however, a reasonable charge to cover only the cost of reproduction and distribution may be charged.Private entities or persons located in Texas that are not Texas public school districts or Texas charter schools or any entity, whether public or private, educational or non-educational, located outside the state of Texas MUST obtain written approval from the Texas Education Agency and will be required to enter into a license agreement that may involve the payment of a licensing fee or a royalty fee.

Copyright © Texas Education Agency, 2011. All rights reserved. 2


A business document

Memorandums

The goal is to include specific details. Always

accomplish your objective, and make sure you present your work in

a professional format. A memorandum, also known as memo, is a

document or a common form of communication that is used to convey certain information or ideas to the concerned persons.

Organize your thoughts and

ideas before you start writing the

memo.


Internal and External Communication◦ Internal Examples: Correspondence that is send

interoffice such as memorandums, reports and relating working correspondence, written procedures, and manuals.

◦ External Examples: Telecommunication media, business letters, forms, documents sent outside the company.

Written Communication

4


Internal communication is usually broken down into interoffice memorandums, reports and relating working correspondence, written procedures, and manuals.

Internal Communication

5


Four Categories ◦ Planning- Collect the data and select the time

frame for delivery.◦ Organization- State the purpose of the document

including parts of a body and closing.◦ Composing- Use effective language develop a

structure, a sound. ◦ Editing- Evaluate the quality of the message,

make any necessary changes.

Responsibility of the Writer

6


Memorandums bring attention to problems and they solve problems.

The goal is informing the reader about new information

Examples: Policy Changes, Price Increases, Change a current production procedure.

Reason


Directly above the body of the memorandum, are the following sections flush left:

“Date:”“To:” “From:” “Re:” or “Subject

Style


A Closer Look

9

http://www.crews.org/curriculum/ex/compsci/8thgrade/memo2.gif



Write clearly; avoid wordiness Meet objectives Maintain grammar & spelling

Keep It Professional

Keep this in mind

• Remember to spell check your memo prior to sending it and proofread, spell check cannot catch everything

• Misspellings can come across as unprofessional when addressing a group of your colleagues.

• Read your memo out loud



Company logo with address information (optional)

Heading- lists the recipients, the sender, the date and the subject. Tip: Double Space easier on the eyes.

Closing

Body



Read your document out loud to yourself Read your document out loud to a friend Turn on spell check and grammar check

within Microsoft Word or whichever application software that is in use.

PROOFREAD & EDIT


Purdue Owl: http://owl.english.purdue.edu/owl/resource/590/1/

Technical Writing: http://people.umass.edu/pwtc/tw/memoformat.html

Memorandum Format: http://www.cwoc.ufl.edu/bcn/Worksheets/MemoFormat.html

Centre of Independent Language Learning: http://www2.elc.polyu.edu.hk/CILL/eiw/memos.htm

Web Sources

13

http://owl.english.purdue.edu/owl/resource/590/1/

http://people.umass.edu/pwtc/tw/memoformat.html

http://www.cwoc.ufl.edu/bcn/Worksheets/MemoFormat.html

http://www2.elc.polyu.edu.hk/CILL/eiw/memos.htm

Memorandums. “Copyright and Terms of Service Copyright © Texas Education Agency. The materials...

Documents

Transcript of Memorandums. “Copyright and Terms of Service Copyright © Texas Education Agency. The materials...