I N T E R N A T I O N A L S C H O O L O F T O U R I S M A N D H O T E L M A N A G E M E N T

K A T H M A N D U , G Y A N E S H W O R

N E P A L

Memos & Other Letter Formats

Group Members

1. Aayush Shahi

2. Alex Gurung

3. Aman Sthapit

4. Bishan Gautam

5. Mingmar Lama

Topics

Defining Memos

Objectives

Differences Among Memos, Letters, and E-mail

Parts of Memo

Criteria for Writing Successful Memos

Effective Memo Checklist

Defining Memo

Written communications within a business organization are called memorandums or memos.

They use a simple format, which is designed to be efficient and productive, and they do not require the formality of an inside address, salutation or complimentary closing.

Memos formats differ from organization to organization.

Memos can be formal as a business letter and used to present a report

Objectives of Memos

Written and read only within a company

Usually written to inform readers of specific information.

You might also write a memo to persuade others to take action, give feedback on an issue, or react to a situation. However, most memos communicate basic information, such as meeting times or due dates.

Represent a component of your interpersonal communication skills within your work environment

Memo vs. Letters & Emails

1. A letter is a short or long message that is sent by one person to another while a memo is a short message that is sent by a person to another.

2. A letter is more formal and contains more information while a memo is informal and is very short.

3. A memo is more concise and to the point as compared to a letter.

4. A letter is exchanged between businesses and their clients while a memo is exchanged between individuals within an organization.

5. A memo usually has a header that states where it is from and who it is intended for while a letter may or may not have this feature.

6. Email opens with a To, From, Subject Line, Carbon Copy (CC), and in some circumstances a Bcc. A Memo is quite similar to a Email. It too opens with a To, From, Subject Line but it also has a date line and no CC or Bcc .

7. A Email then opens with the receivers name to express friendliness and to mark the beginning of a message. A Memo gets directly to the point and provide ragged line endings that are not yet justified.

8. A Email always closes with the information from whoever is sending the email. While a Memo usually omits a closing and never uses a signature.

Memos vs. Letters and E-mail

Characteristic Memos Letters E-mail

Destination Internal External Both

Format Date, To, From, Subject

Letterhead address, date,

reader’s address, salutation, etc.

Subject, From, Sent, To

Audience Business colleagues

Vendors and clients

Multiple readers

Topic High-tech to low-tech

Low-tech to lay Diverse topics

Tone Informal More formal Usually informal

Enclosures Hard copy attachments

Additional information

Computer files, Web links

Structure 8.5” x 11” 55 lines page

8.5” x 11” 55 lines page

One screen 12-14 lines

Delivery Time Within 3 days 3 days or more Within minutes

Security Company – work ethics

US Postal -- reliable

May be tampered with

Parts of Memo

Heading:DATE: (complete and current date)TO: (readers' names and job titles)FROM: (your name and job title)SUBJECT: (what the memo is about)

Opening - state purpose of memo, give the facts.

Summary - Explain the situation in more detail if needed. Discussion - Any other info you need to present? Now’s your chance.

Closing - Make a courteous closing statement. Do NOT use “sincerely” or other letter-like ending.

Necessary attachments - include any as needed

DATE: March 18th, 2014

TO: Liberal Arts Division Faculty

FROM: Maintenance Dept.

SUBJECT: New Bookshelves

_________________

As many of you know, the current office

bookshelves do not accommodate text books

of a standard height. To correct this problem,

all faculty offices will be furnished with new

shelves on March 23rd, 2007 between 9:00am

and 4:00pm.

We apologize for any noise or disruption this

installation will cause. Faculty may schedule

office hours in alternate locations as needed.

Call Mike Dill at ext. 3397 if you have

questions.

Thank you for your compliance.

Sample Memo

Heading

Opening

Summary

Discussion

Conclusion

Guideline for Writing Memos

Plain Paper : The trend today is to print memos on plain paper since most organization nowadays uses computers.

Memos usually have one-inch margins on all four sides, and the writer's initials always appear next to the name at the top of the memo.

Position the insertion point approximately 2 inches from the top of the page. Most word processing programs have a 1-inch top margins

Double space the guide words in the heading (MEMO TO :, FROM:, DATE:, SUBJECT:) in all capital letters at the left margin. These guide words are in bold type to make them stand out from the other text.

Insert a colon after each heading guide word.

Criteria for Successful Memos

Introduction

One or two clear introductory sentences which tell your readers what you wantand why you’re writing

In the third of our series of quality control meetings this quarter, I’d like to get

together again to determine if improvements have been made.

Discussion

Respond to the reporter’s questions (who, what, when , why, where, how)

Apply highlighting techniques

Itemization

White space

Boldface type

Headings

Columns

Graphics

Criteria for Successful Memos

Conclusion

Complimentary close

Motivates readers and leaves them happy

If our quarterly sales continue to improve at this rate, we will double our

sales expectations by 2015. Congratulations!

Directive close

Tells your readers exactly what you want them to do next or what your plans are (dated action)

Next Wednesday (12/22/00), Mr. Jones will provide each of you a timetable

of events and a summary of accomplishments.

Audience

Memos average six readers.

May use more acronyms and internal abbreviations.

Provide parenthetical definitions if your usage differs from what most people will assume.

Criteria for Successful Memos

Style

Use simple words, readable sentences, specific detail, and highlighting techniques.

Strive for an informal, friendly tone.

Reflects your interpersonal communication skills.

Tone is achieved through audience involvement (you usage), contractions, and positive words.

Effective Memo Checklist

Use the correct memo format.

subject line should be correct.

Your introduction should tell why you are writing and what you are writing about.

The body of memo should explain exactly what you want to say.

Conclusion tells what’s next and provide a close.

Effective Memo Checklist

Page layout should be reader friendly

Writing have to be clear?

Should answer reporter’s questions.

Avoid vague words such as some, several, many, few?

Errors should be eliminated.

END

Thank you,

thank you very

much!