Successful Writing at Work..

Writing Memoranda

Memorandum

/ (a)

More commonly memo is a brief written record or communication, commonly used in business, government, and educational organizations. Letters sent within a company.

Memorandum is the Latin word for something to be remembered

 Also called
Inter-Office note Office note Inter-Office Memo Inter-Office Correspondence

Memos are brief in-house correspondence sent up and down the corporate ladder

They can be on paper or sent through e-mail

Purpose
To seek information and provide it. Inform staff about decisions/actions/events. Remind staff of action needed/procedures/changes in policy.

Convey both good and bad news.

Memo Format
TO:
FROM: DATE: SUBJECT:
If your memo is going to more than one reader, make sure you list them in the order of their status in your company

Write your name (and job title, if necessary for the reader.) You may write your initials after your typed name to verify the memo comes from you
Give the full calendar date

This serves as the title line of your memo. Summarize your message/purpose precisely

FIVE PARTS OF A MEMO

To: From: Date: Re:

PART ONE : TO
To: From: Date: Mrs. Shelly Kapoor, Supervisor

Re:

PART TWO: FROM

To: From: Date: Sonam Singh (Designation)

Re:

PART THREE: DATE

To: From: Date: March 2, 2011

Re:

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PART FOUR: SUBJECT

To: From: Date:

Re:

Acceptance of Retirement Party Invitation

Subject= Focus + Topic

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PART FIVE: INTRO + DISCUSSION

To: From: Date: Re: Mrs. Shelly Kapoor, Supervisor Sonam Singh March 2, 2011

Acceptance of Retirement Party Invitation My husband and I will be able to attend Mr. Trans retirement party on April 21. We will bring potato salad.

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ADD YOUR PHONE NUMBER

To: From: Date: Re: Mrs. Shelly Kapoor, Supervisor Sonam Singh

March 2, 2011 Acceptance of Retirement Party Invitation My husband and I will be able to attend Mr. Trans retirement party on April 21. We will bring potato salad. Call me if you have questions: (714) 555-7355.

Memo Style and Tone

The style and tone of your memo will be controlled by the audience within your company or agency
Casual tone
When writing to a co-worker whom you know well

Formal tone
When writing to a manager Remember that your employer and co-workers deserve the same clear and concise writing that your customers do

Strategies for Organizing a Memo

1. Introduction
Tell readers clearly about what prompted you to write Explain briefly any background information needed Be specific

2. Discussion
State what is important, who will be affected, what caused it Indicate why changes are necessary Give precise dates, times, locations, and costs

3. Conclusion

Request a reply by a specific date Provide a list of recommendations

Ask readers to call if they have questions

Bulleted List

Organizational Markers

Heading

Headings
Organize your work and make information easy for readers to follow

Numbered or bulleted lists

Help readers see comparisons and contrasts readily and thereby comprehend your ideas more quickly

Underlining or boldfacing
Underlining Emphasizes key points. Do not overuse this technique; draw attention only to main points and those that contain summaries or draw conclusions

Types of Memorandums
Request Memorandum

Confirmation Memorandum
Periodic Report Memorandum

Ideas and Suggestion Memorandum

Memorandum About The Unpleasant

Request Memorandum
Objective: To gain favorable response to a request. Must be in convincing way. Guidelines: The reasons for the request should be presented. If any financial cost involved, they should be explained. All expenses should be justified.

Confirmation Memorandum
Objective: To confirm in writing something that has been agreed to verbally. Guidelines: Be specific regarding the major points Encourage feedback on any misunderstood or unclear points

Periodic Report Memorandum

Reports that are submitted at regular intervals E.g.- monthly cost control report Guidelines: Fill in form memo. If descriptive commentary is necessary, a place should be provided on the form.

Ideas and Suggestion Memorandum

For ideas and suggestions. Guidelines: Write directly Begin with positive comment about the current situation Use headings to highlight Be specific and dont stray off the point

Memorandum About The Unpleasant

Good-news memo are easy to write But bad-news memo need to be:
Inductive with positive tone Clear

Faxes

Faxes
A fax machine can send copies of original letters, memos, reports, graphs, blueprints, and artwork over ordinary phone lines Be aware that your confidentiality is not easily protected when communicating by fax unless the recipient has her or his own secured fax machine When you send a fax, be sure to include a cover sheet that indicates
The persons sending and receiving the fax Their addresses, phone, and fax numbers The total number of pages being faxed

Fax Guidelines
Print your message in a larger point size (12 or 14) Avoid writing comments in margins or at the top or bottom of a fax Include your phone and fax numbers so the recipient can contact you Limit your fax to three or four pages Do not risk sending a fax to a customers home after hours unless agreed or requested