Business Writing

Firefly Electric and Lighting Corp. Training and Organizational Development

Human Resources Department

Module 6

Common Forms of Internal Communication

Module 6 : Common Forms of Internal Communication:

Memorandum

Lesson 4

Basic Purposes for Writing Memorandum

Module 6: Common Forms of Internal

Communication: 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.

Module 6: Common Forms of Internal

Communication: Memorandum

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.

Module 6: Common Forms of Internal

Communication: 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 instructions or directives • present informal reports • give suggestions • request for help • remind of dates, meetings, events, tasks, etc. • provide response

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.

Module 6 : Common Forms of Internal

Communication: Memorandum

Lesson 5

Basic Format of

Memorandum

P Format to use in a Memorandum

1. Present important details in bullet or in list.

2. Center or capitalize important details for emphasis.

3. Use underlining and side headings to show natural breaks.

4. Use bold face and italics when appropriate.

P Format to use in a Memorandum

5. Keep memos short but use specific and precise language. 6. Use business –like tone. 7. Allot 1/8 of the memo for the heading 8. 1/4 of the memo should be given to the opening segment 9. Summary and discussion take 1/2 of the memo

P

Format to use in a Memorandum 10. Closing with attachment takes 1/8 portion of the memo. 11. Stick to the format.

P Parts of a Memo:

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

P The Heading

G C

Example 1 Genesis Corporation ===================================================

Date: June 11, 2016 To: James Nicholas G. Torres, Collection Supervisor From: Justin Vargas, General Manager Re: New Policy on Billing and Collection =================================================== Note 1: The company logo is found centered at the top. The title Memorandum is in full caps The spacing between the components is double spaced Break lines separate company logo from heading and next component.

MEMORANDUM

P Heading: see format in the preceding slide ========================================================== Opening: (Purpose) The purpose of this memo is to notify the Collection Department staff that a training session will be held on June 21, 2016 at 8:30am, to held in the Training Room to learn an innovative way of billing and collection. Summary: Mr. Carlos Valencia, our NSM brought this technique from Hague, Switzerland where he attended an international sales convention. The company that presented this to the delegates increased their billing and collection efficiency by 42% Note 2: All components are left flushed. Text are aligned , single space.

P

Heading, Opening and Summary are explained in preceding slides Discussion: The training session will start at 8:30am until 6:30pm. The Admin Department will take charge of distributing the materials and reproducing the handouts the collection staff will be using in the training session. Please ask your staff to bring calculators which they will use for case studies involving comparison of our traditional billing and collection system and this innovative method.

P Heading, Opening, Summary and Discussion are explained in preceding slides Closing: Contact me for any concern you may have. Your compliance will be much appreciated. Attachment: 1 (Schedule of Presentation) =========================================== Note 3: There is no need for complimentary close nor signature for a memo.

P Example 2: Genesis Corporation ==========================

MEMORANDUM Date: June 9, 2016 To: Creatives Department Attn: Joanna Alampay, TL From: Marissa Montinola, Marketing Manager Re: Preparation for Neolight LED Promotion ===================================================

P =============================================================

This is a confirmation of the promotional schedule as a result of our meeting yesterday. Schedule Task Completion Date • Divide the team into 4 pairs June 10 • Jessa & Randy to research and compile information June 15 • Lerie & James to do the package design & text June 23 • Mark & Jet to do the poster design & text June 23 • Charles & Romie to do the advertising design and text June 23

P

• Joanna to review and critique all designs June 24 • Submit to me for final approval prior to printing June 30 Contact me for any concern you may have. Your compliance will be much appreciated.

P Tips in Writing Memorandum

1) Make sure that the body of the text is written in clear, concise and grammatically correct language 2) State the most important point first, then move to details. 3) Keep message, simple, clear and brief and straight to the point 4) Double space between sections of the header with the texts aligned 5) Keep paragraphs short. Keep it at 5-6 lines.

P Tips in Writing Memorandum

6) Be formal in addressing the intended reader. Don’t use nicknames. 7) Use headings and bullets rather than paragraphs to convey your message. 8) Always check your work for errors: grammar, spelling, typographical errors involving names,

dates or numbers. 9) Close by encouraging readers to take action. 10) Use attachments if necessary.

Module 6 : Common Forms of Internal

Communication: Memorandum

Let’s Review

Module 6 : Common Forms of Internal Communication:

Memorandum

Lesson 4

Basic Purposes for Writing Memorandum

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, 2016

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 : Common Forms of Internal

Communication: Memorandum

Lesson 5

Basic Format of

Memorandum

Basic Format of Memorandum 1) Most of the space in a memorandum should be given to: a) Heading c) Summary and discussion b) Opening d) Closing 2) Which of these is NOT true? a) Break lines can be found between heading and opening. b) Body text should be single spaced. c) It is acceptable to address a friend by his nickname d) Break lines can be found between company name, logo and header.

Basic Format of Memorandum 3) Which should be the correct format of the memo? a) Heading, Summary, Discussion, Opening b) Heading, Opening, Discussion, Summary c) Opening, Heading, Discussion, Summary d) Heading, Opening, Discussion, Closing 4) Encouraging recipients to take action can be found in: a) Discussion c) Opening b) Closing d) Summary

Basic Format of Memorandum 5) Which of these should NOT be used in a memorandum? a) Bulleting c) underlining b) Italics d) none of the above 6) Which of these is inappropriate in a memorandum? a) Paragraphs more than 6 lines long. b) Name of the sender only c) Nickname of the recipient d) All of the above

Basic Format of Memorandum 7. Natural breaks are shown by:

a) Underlining c) Italics

b) Capitalization d) Bold letters

8. Which of these should be avoided in a memorandum?

a) Brief, concise language

b) Typographical errors

c) Current date

d) Inclusion of title of the sender

Basic Format of Memorandum

If you got a score of 5 or less in any of the practice exercises, please review the notes on Basic Format of 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, 2016

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 : Common Forms of Internal

Communication: Memorandum

Lesson 5

Basic Format of

Memorandum

Basic Format of Memorandum 1) Most of the space in a memorandum should be given to: a) heading c) summary and discussion b) opening d) closing 2) Which of these is NOT true? a) Break lines can be found between heading and opening. b) Body text should be single spaced. c) It is acceptable to address a friend by his nickname d) Break lines can be found between company name ,logo and header.

Basic Format of Memorandum 3) Which should be the correct format of the memo? a) Heading, Summary, Discussion, Opening b) Heading, Opening, Discussion, Summary c) Opening, Heading, Discussion, Summary d) Heading, Opening, Discussion, Closing 4) Encouraging recipients to take action can be found in: a) Discussion c) Opening b) Closing d) Summary

Basic Format of Memorandum 5) Which of these should NOT be used in a memorandum? a) Bulleting c) underlining b) Italics d) none of the above 6) Which of these is inappropriate in a memorandum? a) Paragraphs more than 6 lines long. b) Name of the sender only c) Nickname of the recipient d) All of the above

Basic Format of Memorandum 7. Natural breaks are shown by:

a) Underlining c) Italics

b) Capitalization d) Bold letters

8. Which of these should be avoided in a memorandum?

a) Brief, concise language

b) Typographical errors

c) Current date

d) Inclusion of title of the sender

Module 6 Lesson 4 & 5: Writing Memorandum Quiz

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End of Module 6, Lessons 4 &5: Common Forms of Internal Communication:

Memorandum