Memo and memo reports

8/7/2019 Memo and memo reports

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Memo and Memo reports

Chethana G Krishna


2/19

Usefulness of memo

Has a greater visibility

Generally written under pressure of time

Generally written because the top executives want the

information quickly for further action Memos handle the info up, down and across within the

organization

Ensures quick and smooth flow of info in all directions

Enables employees to maintain and regulate businesstransactions effectively

Establishes accountability


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Usefulness of memo

Record of facts and decisions, it can be referred in thefuture

Some organizations insist that even small events,requests, telephone conversations on official matters inthe form of memos

It serves as a reminder and maintains a permanentrecord of discussions, meetings, activities, changes,procedures, policies

Documents progress to the supervisor up to date onyour accomplishments

To maintain a permanent record of the transaction

Memos act as evidence in an event of litigation orinvestigation


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Organizing and drafting memos

Like letter, memo is a form of correspondence which

should be written professionally and efficiently

Etiquette should be followed

Time is money is a common phrase at the work

place

Efficiency is a must. It will save time to write if we

learn patterns that are repetitive in a memo/letter Body content is very important


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Introduction with a purpose and a main

point

Three main points

Subject, purpose and main point

Two additional main points depending on message

Background information

Stressing the importance of the subject


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Subject

Should be stated in the beginning of the document

Clear and simple to the readers

Do not assume that they already know what you aretrying to say

Two good examples are:

Recently, the Watson project has been a source of major

concern for our company This memo discusses the equipment thefts that have occurred

in our office over the last three months


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Purpose

Preferably the purpose also like the subject should

be stated in the first or second sentence

Now that we have reached the stage two of the

oakbrook project, I would like to refine theresponsibilities of each team member

The purpose of this letter is to inform you about new

transportation policies for low level nuclear ways sent

to the WIPP storage facility in New Mexico


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Main Point

Should be able to catch the attention of the readers

Readers look first to the main point

Readers usually skip the extra information and want

to know the subject dealtWe request the hiring of three new physicians assistant

to help us with the recent increases in emergency roompatients

Put bluntly, our subcontractors must meet ISO 9001quality standards. It is our job to make sure theycomply


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Background information

Additional moves like this are sometimes required

To develop a connection to the readers

Our staff meeting on June 28 was very productive, and

I hope that we all came all away with a better

understanding of the project in this memo

When you and we meet at the NEPSCORE connection

last October, our company was not ready to provide

specifics about our new ceramic circuit boards. Now we

are ready.


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Importance of the subject

In some cases, the stress on the subject becomes

important

Sometimes, it needs to be persuasive

This seems like a great opportunity to expand our

network into the Indianapolis market. We may not get

this opportunity again


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Body content in memos

Largest part of the memo

To provide readers the information that they need toknow to make a decision or to take an action.

One or two paragraphs Brainstorm to organize the information that has to be

written

Only need-to-know information for the readers like

facts and hence short Examples: data, reasoning that will help to support

your argument


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Conclusion

Thank the readers, tell the readers that you

appreciate their attention to your message

Restate the main point

Time is short, so we will need your final report in our

office by Friday, September 15, at 5 pm

When this project is completed, we will have taken the

first revolutionary step toward changing out approach

to manufacturing


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Types of memos

Inquiry

Response

Transmittal Claim

Adjustment

Refusal


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Inquiry Memos

To obtain information specially answer to questions

about important and subtle matters

To write an inquiry memo:

Clearly identify your subject and purpose

State your questions clear

No more than 5 questions or even less

Thank readers in advance, provide contact information


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Response Memos

They have the function to answer the inquiry

Details depend on each question

To make a response memo: Thank the writer for the inquiry

Clearly state the subject of the document

Answer any question point to point

Provide more info if it exists Provide contact info


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Transmittal memos

Its purpose is to explain the reason the enclosedmaterials are being sent

Used when materials or letters are sent through mail

Also known as cover letters or cover memos To write a transmittal memo:

Identify the materials enclosed

State the reason the materials are being sent

Summarize the information being sent Clearly state any action

Provide contact information


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Claim memos

Purpose is to explain a problem and ask for a

solution

To write claim memos:

Subject should be clear and concise

Explain the problem in detail

Describe how the problem troubles you

Give a possible solution to the problem Thank the reader for taking the time to read



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Adjustment memos

The purpose is to respond to the issue described bythe client, customer or co-worker

It is a reply to a claim letter

To write an adjustment memo: Express regret for the problem without directly taking

the blame

State clearly the solution to the problem

Tell the reader when should the results be expected Appreciate them for their business



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Organizational patterns for memo

Problem Solution

Main findings Significance

Give/Request information Comparison Contrast

Objective Presentation

Listing or giving instructions

Literature review

Give negative news

Memo and memo reports

Documents

Transcript of Memo and memo reports