MEMORANDUMS & EMAILS,

MEMORANDUMS

SIGNPOSTS

PURPOSES FOR WRITING MEMORANDUMS

ADVANTAGES OF A MEMOThe same message is communicated accurately to many people at the same time.It takes little time to construct because it is informal yet provides a written record for filing and reference. It allows the writer to convey detailed or difficult information logically and accurately. It can indicate, by a company letterhead, that it is an internal piece of communication and part of company procedures.

FORMAT OF MEMOS

ORGANIZATION OF MEMOSSituation: A speaker has been invited to give a talk on dengue fever, its symptoms and prevention. Prepare a memo to encourage all staff to attend.

INTRODUCTION

Example : In view of the increased number of deaths due to dengue fever in New Town, the Management has organized a talk to inform all staff about the symptoms of dengue and how to prevent it.

THE BODYSample IntroductionIn view of the increased number of deaths due to dengue fever in New Town, the Management has organized a talk to inform all staff about the symptoms of dengue and how to prevent it.

BODY:The details of the talk are as follows:Place: Main Auditorium, Ground FloorDate: 19 April 2011Time: 10.30 a.m.Speaker: Dr. Balbir Singh Director of Public Health Pahang General Hospital

THE CONCLUSIONYou can write:

You are strongly encouraged to attend this talk.orYour presence is greatly appreciated.

Only write your initials at the end of the memo. Do not sign. Do not use Yours faithfully, Yours sincerely and Yours truly in the memo.

EXAMPLE OF MEMO 1To: Mr. Rajakumar, Head of Research and DevelopmentFrom: Ms. Vega, AdministratorDate: 7 April 2012Subject: Installation of Air-conditioning Units

In response to your departments request to improve the air-conditioning in your department, I am pleased to inform you that work will soon commence to put up two new units. However, the technicians are only free to install them next week, 13 April, between 3 p.m. and 4 p.m. Please inform your staff of this, and I apologize for any inconvenience.

VT Usually the sender initials a memo rather than signs it.

EXAMPLE OF MEMO 2To: JoanneFrom: Jaafar JF Senders can initial here instead of at the end of the memo.Subject: Move to new premises in Jalan MelorDate: 7 April 2012

Please check the following and get back to me by 10 October, 12 noon.

1. Do the interior designers know that we should move into the new premises before 28 April, and will they finish their job before that date?2. Has the logistics company sent the quotation?3. Have you informed those involved in helping to move the furniture?4. Will all the computers be able to function and be internet-ready by 29 April? Check with the IT managers.5. Is additional insurance needed for moving to the new premises? Check with our insurers.

C.C? OR B.C.C?C.C CARBON COPYIS INSERTED AFTER FROM

YOU CAN ALSO INSERT B.C.C AFTER C.CCOPY OF MEMO WILL BE RECEIVED BY THOSE IN B.C.C LINERECEIVER TO AND C.C WILL NOT KNOW THAT A COPY IS SENT TO B.C.C.THEIR COPY OF MEMO WILL NOT INCLUDE THE B.C.C LINE.

EXAMPLE 1 To: Leong C. K., HOD, FinanceFrom: Maria Rashid, HOD, Human ResourceC.C.: Tan B.J., Chief AccountantB.C.C: Leonard Rajan, Managing DirectorSubject: Amendments to Annual BudgetDate: 7 April 2011To: Leong, C.K. HOD, FinanceFrom: Maria Rashid, HOD, Human ResourcesC.C: Tan B.J., Chief AccountantSubject: Amendments to Annual BudgetDate: 7 April 2011EXAMPLE 2

Memorandum

TO: Lorraine Chin, Office ManagerFROM: Oliver Smith, OA/ CIS ConsultantDATE: 27 March 2012SUBJECT: Memorandums for Internal Correspondence

A memorandum is an internal form of communication that is send within the organization. It is a means by which managers correspond with employees and vice versa. Memos are filed as records of announcements, request for action, policies and procedures.

Templates, or preformatted forms, are often used for keying memos. Templates give a uniform look for company correspondence and save the employee the time to construct and format each memo. Word processing software also has a customized memo template.

Xx

Attachment

HEADING

BODY

REFERENCE INITIALS

ATTACHMENT NOTATIONSUMMARY- PARTS OF A MEMO

EXERCISEYou noticed that a lot of your staff have been clocking in late to work. Write a memo to remind them to comply with the companys rules and regulations.

EMAILS

Before writing the emailMAKE A PLANThink about the purpose of the emailThink about the person who will read the email and how you want him or her to reactMake an outline or list of the main points and details you want to include in the emailDouble check any facts, dates, times, or other specific details that will be included in the email

Things to consider when doing business correspondence

1. Who are you writing to and what is your relationship with the person?

If the person you are writing to is in a higher position than you, your email should use more formal language than if the person is someone in the same level position than you.If you have never met the person receiving your email before, you should use formal language in the first email to him or her.Once you have sent the first email and received a reply, you can choose to continue using formal language or choose to use less formal language in future emails.

2. What is the situation:

Think about the reason you are sending the email and decide if formal or informal language is better.If you are requesting a service or asking a favor, you should use formal language.If you are making a complaint, you should use strong words to express your dissatisfaction or problem but you must be polite.If you are introducing yourself, you should use formal language but you can use words or phrases that let your personality show through as well.If you are writing a customer relation letter, you should use formal language.

3. What do you want to accomplish:

Think about the reason for writing the email and what you want the person who receives the email to do with it.If you want the receiver to do something for you, make it clear. Tell the receiver exactly what action you want done.Tell the receiver if no action needs to be taken.If you want the receiver to respond by a certain date, write the response date.If you are negotiating or rearranging a meeting, write your demands or available times clearly.

Points to remember :

Get right to the point

Use simple sentences

Pay attention to word choice

The subject of the email

The FOUR (4) Parts of a Business E-mailThe OpeningTells the reader why you are writingThe FocusTells the details about the topicThe ActionTells what you want to happen and gives a time frameThe ClosingThank the reader and mention future communication

The receivers email addressCarbon copyBlind carbon copyEmail subjectBasic Email Format

wednesdaysensei@hotmail.comjoeshmou@youknow.netJuly 5 meeting time change

Type your email message in the text box, then click send and it will be sent to the receivers you have indicated in the to, Cc, and Bcc areas.

Netiquette: Refers to etiquette on the net. It maintains and promotes goodwill between the writer and the receiver. A professional e-mail message should be courteous and confident.

Net Addresses: * Contains the users ID at a site or domain. The domain identifies the organization running the site and the kind of site. The organization suffix at the end of the e-mail address identifies the type of organization: ComCommercial businessOrgNon-profit organizationsGovGovernment organizationsNetCompanies or organizations that run large networksMilGovernment and military organizations

Example 1Dear John,

Tq 4 ur email. Glad 2 c that the problem in ur office has been sortedout. If u need more help, I know of a good consultant who may be able2 help u.

Tim.Dear John

Thanks for your e-mail. Glad to see that the problem in your office hasbeen sorted out. If you do need further help, I know of a goodconsultant who may be able to assist you (dont worry, his charges are low). He has helped me to do trouble shooting in my company.

Regards,Tim (ext. 7121)Example 2

SUMMARY :E-MAILSConcise, meaningful and appropriate subject line. Start with a greeting and sign off your e-mail.Present information clearly, and use bullet points instead of long paragraphs.Check your grammar and spelling. Using e-mail is not an excuse to be careless.Do not use SMS language, such as r for are and u for you, or emoticons such as Add information, such as your telephone number or fax number in the e-mail signature, so the receiver can contact you easily.

ExerciseWrite an e-mail to your colleague asking her to submit to you the budget proposal that she is preparing. You need it within 2 weeks, so that you can edit it before it is submitted to the Finance Department.

References:Nor Azni Abdullah (2008). Communication Skills for the Workplace. Petaling Jaya: August Publishing Sdn. Bhd. Riordan D.G. (2005).Technical Report Writing Today (9th ed). USA: Wadsworth, Cengage LearningTaylor, S. (2005).Communication for Business (4th ed). U.K. Pearson Education Limited.

To: All staffFrom: Juno, HR ManagerDate: 15 June 2013Subject: Reminder- Working hours

It has come to my attention that some staff have been coming in late to the office. Please be reminded that the working hours of the company is from 8 to 5 daily .Non-compliance to this will result in stern disciplinary action. Do take note./Please observe the working hours./Please act accordingly.

J

To: All staffFrom: Juno, HR ManagerDate: 15 June 2013Subject: Reminder- Working hours

Please be reminded that under the companys rules and regulations, any staff member found to have breached any rules will be subjected to disciplinary action, which may include dismissal from the company.

J