3.4 Memorandums

8/12/2019 3.4 Memorandums

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Definition of a Memo A memorandum(abbrev.: memo) was from

the Latin A memo is an internal document that is generally short,

focuses on a single topic, reports information, makes arequest, or recommends action.

It follows specific forms,depending on theorganization.

Memos can be as formal as a business letter and used topresent a report.

However, the heading and overall tone make a memodifferent from a business letter. Because you generallysend memos to co-workers and colleagues, you do nothave to include a formal salutationor closing remark.
http://en.wikipedia.org/wiki/Latinhttp://en.wikipedia.org/wiki/Latin


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Business Memo Memos solve problems

Most effective when they connect

purpose of writer needs of reader

Provide Information

Persuade Pretend you are the recipient and ask: 1. How is this relevant to me? 2. What, specifically, do you want me to do? 3. What's in it for me?

Or Both


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THINGS TO REMEMBER WHEN

WRITING MEMOS

Identify your audiencebefore you begin to write.

Ask yourself, should this be persuasive,directive, or technical?

Be concise and come straight to the point.

Maintain a business-like tone.

Use headings, bullets, and/or numbered lists so key points stand outand the document is easy to read.

As when writing anything, each paragraph should contain one main idea.Also, try to keep each paragraph short.

Always proofread very carefully. Check all of your facts.

Dont forget to identify any attachments. If not, a recipient would notrealize anything was missing.


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Parts of a Memo

The heading segment follows this general format: To: (readers' names and job titles)

From: (your name and job title)Date: (complete and current date)Subject: (what the memo is about)

Encl or Attached: other documents which are included with thereport (omitted if there are no enclosures).

References: list of particularly importantbackground documents( omitted if there are no such documents).

Heading


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Discussion

Details: Keep these two things in mind:

Begin with most important information

Key findings or recommendations Inverted pyramid.

Start with your most general information

Move to your specific or supporting facts Or Details: strongest weakest


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Closing

Courteous ending that states what action

you want the reader to take.

How the reader will benefit from the actions. How you can make those actions easier.


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Attachments

Refer to attached documents, lists,

graphs, tables, etc.

E.g. Attached: Several Complaintsabout Product, January - June 1997


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Format Guidelines

Regardless of the style, memos generally have similar format characteristics.Listed below are some basic guidelines that can help you create a memo:

Memos have one-inch m arginsaround the page and are on letterhead paper All lines of the memo begin at the left margin The text begins two spacesafter the subject line. The body of the memo is sing le-spaced, with two spaces between paragraphs. Memos are written on com pany letterhead( special company paper that has

that has the company's name, address, and telephone number printed on it).

If the memo is written on letterhead, do not repeat and any information thatappears in the letterhead.

The format of the heading is easy to read because of the use of whi te spacesand al igned co lumns .

The format of the heading is functional; the first information it gives is theinformation the readers need first. None of the information is presented more than once at the beginning of the

report. The information included in the letterhead is omitted from the heading.


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Common Types of Memos

Each memo is written for a specific purpose to a specificaudience. The purpose and audience for your memo willhelp guide what type of memo you w i ll wr i te.

Even though no two memos are identical, four common

broad categories exist. If you are unsure about how toformat your memo, ask your instructor or review memosyour co-workers have written.

1. Persuasive2. Directive3. Technical

4. Announcement5. Author izat ion6. Request


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Persuasive Memo:

In a persuasive memo you must

cons tant ly keep your reader 's feel ings

in mind. Consider how the person willreact to what you are saying.What would

con vince himor her most readily? How

much should you rely on log ic, and how

much should you appeal to emo t ion?


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Directive Memo:

A directive memo states a pol icyor

procedureyou want the reader or co-

worker to follow. The length of the memodepends on how much space is required

to properly explain the procedure.


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Technical Memo:

A technical memo is a concise

presentation of results, w ith a log ical

prog ress ion from the pr inc ip leswhichare core to the analysis towards the

conclusions that were drawn from the

results.


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He told them of his decision in amemorandum a note recording something forfuture use: the two countries signed a

memorandum of understanding on economiccooperation

Law a document recording the terms of a

contract or other legal details:articles ofassociation must be signed by subscribers tothe memorandum

Memoranda of understanding (MOU)

3.4 Memorandums

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