Business Writing

Firefly Electric and Lighting Corp. Training and Organizational Development

Human Resources Department

Module 6

Writing Memoranda

Module 6: Writing Memorandum

Lesson 1

Basic Purposes for Writing Memorandum

Module 6: Writing Memorandum There are issues, concerns or information that need to be disseminated to a person, a department or entire staff of a company to make them aware of these issues, concerns or information and motivate them to take action. A memorandum does that function. In this module, we will discuss the basic purposes for writing a memorandum, the types of memoranda , parts and basic format of memoranda used in inter-office communication and learn some tips in writing memorandum.

Writing Memorandum Definition: Memorandum is derived from a

Latin verb”memoro” which means “to call to mind, to mention, to recount.”

It is a short written communication prepared for one person, a group of people or the entire company, that focuses on a single topic containing a report or information about a particular issue or concern and recommends or requests the reader to take action

A memorandum is an interoffice communication.

The recipients are either one person, a group or the entire personnel in a company.

The purpose of memorandum is to: • inquire for or give information • issue instruction or directive • give suggestion • request for help • remind of dates, meetings, events, tasks, etc.

Memos are used to inform

recipients about changes

in company policies,

operating new equipment,

fire drill procedures,

health and wellness information, safety in

the workplace procedures, changes in staff advancement, etc

TT Types of Memoranda

• Directive memorandum – states a policy or procedure to be followed by employees • Persuasive memorandum – influences or induces somebody to carry out an action as intended by the sender. • Field report memorandum- reports on the inspection, observation or procedure done outside of the office premises or in the field.

P Parts of a Memo:

1.Heading 2.Opening 3.Summary 4.Discussion 5.Closing 6.Necessary Attachment (s)

Writing Memorandum 1. The Heading Segment

The heading consists of the following: • To: the name of the recipient(s) with their job title(s) • From: the name of the sender and his/her job title • Date*: current complete date when the memo is sent • Subject or Re: the topic, matter, or situation that is going to be discussed and acted upon. * In some memos the date is located in the first line of the heading.

Writing Memorandum 2. The Opening Segment

- States the purpose of the memo - Identifies the exact reason for writing the memo to make it clear to the reader.

3. The Summary Segment - Provides more details about the topic if necessary. - Contains important suggestions on the possible ways to act regarding the topic.

Writing Memorandum 4. The Discussion Segment

-Includes all the details needed to support the idea or suggestions presented in the summary segment -Lists recommendations in dealing with the topic or concern -Suggests imminent glitches or drawbacks that are forthcoming -Proposes ways on how to make sure these glitches / drawbacks will not take place

Writing Memorandum 5. The Closing Segment

- Makes a courteous closing statement. No complimentary close nor signature of the sender is necessary. - States the action the sender wants the recipient(s) to take. - Indicates the advantages that the recipient(s) can derive from the information obtained from the memo.

Writing Memorandum 6. Necessary Attachment(s)

Some memo may need attachments to provide more detailed information. These attachments can be in form of tables, charts, lists, or receipts. Indicates what attachment is included in the memo in the closing segment.

Writing Memorandum

Let’s Review

Writing Memorandum 1. Which of these is not a topic for a memorandum? a) announcement of staff promotion. b) directive concerning environmental safety. c) Announcement of the pregnancy of a staff d) Reminder of a committee meeting.

Writing Memorandum 2. The segment of the memorandum that

identifies the exact reason for writing the memo is:

a) opening segment c) discussion segment

b) heading segment d) summary segment

3. Where does the sender state the action he he/she wants the recipient to take?

a) opening segment c) summary segment

b) Discussion segment d) closing segment

Writing Memorandum 5. Attachment to a memorandum may NOT include: a) expense report c ) tables b) Charts d) videos 6. Which of these is not a part of a memo? a) Heading c) conclusion b) Complimentary close d) summary 7. A memo reporting the loss of materials in a construction site falls under: a) Technical memo c.) field report memo b) Persuasive memo d) directive memo

Writing Memorandum 8. A portion of the memo that gives a list of recommendations on how to deal with a concern is: a) Summary c) discussion b) Opening d) none of the above 9. Which of these is not appropriate for a heading of a memo: a) To: Mary Buendia b) Re: Allotment of Parking Space c) From:Harold Puey, CEO d) Date: June 15, 2015

Writing Memorandum 10. Which of these is a correct heading?

a) Date/ To/ From/ Subject

b) To/ From/ Subject/Date

c) From/Date/To/ Subject

d) From/To/ Subject/ Date

Writing Memorandum

If you got a score of 4 or less in the practice exercise, please review the notes on Writing Memorandum before taking the quiz.

Please look over the uploaded Powerpoint notes in Quia and check whether there are other facts you need to include in your Cheat Sheet.

Writing Memorandum 1. Which of these is not a topic for a memorandum? a) announcement of staff promotion. b) directive concerning environmental safety. c) Announcement of the pregnancy of a staff d) Reminder of a committee meeting.

Writing Memorandum 2. The segment of the memorandum that

identifies the exact reason for writing the memo is:

a) opening segment c) discussion segment

b) heading segment d) summary segment

3. Where does the sender state the action he he/she wants the recipient to take?

a) opening segment c) summary segment

b) Discussion segment d) closing segment

Writing Memorandum 4. Which of these is NOT a purpose of a

memorandum?

a) to discuss promotion campaigns

b) to form a partnership with another company.

c) to give guidelines in sending out official communication

d) To notify members of their health benefits

Writing Memorandum 5. Attachment to a memorandum may NOT include: a) expense report c ) tables b) Charts d) videos 6. Which of these is not a part of a memo? a) Heading c) conclusion b) Complimentary close d) summary 7. A memo reporting the loss of materials in a construction site falls under: a) Technical memo c.) field report memo b) Persuasive memo d) directive memo

Writing Memorandum 8. A portion of the memo that gives a list of recommendations on how to deal with a concern is: a) Summary c) discussion b) Opening d) none of the above 9. Which of these is not appropriate for a heading of a memo: a) To: Mary Buendia b) Re: Allotment of Parking Space c) From:Harold Puey, CEO d) Date: June 15, 2015

Writing Memorandum 10. Which of these is a correct heading?

a) Date/ To/ From/ Subject

b) To/ From/ Subject/Date

c) From/Date/To/ Subject

d) From/To/ Subject/ Date

Module 6 Lesson 1: Writing Memorandum Quiz

1. Please proceed to www. Quia.com/web.

2. On the space provided, enter your log in name and your password.

3. Under “Quiz”, please select Module 6, Lesson 1, Quiz 1.

4. Follow the instructions in the quiz.

5. Follow these same steps when you go to succeeding quizzes after every lesson.

Writing Memorandum

End of Module 6, Lesson 1