Memorandums

(memo)

Sunday, July 15, 2012 presented by: Elyzer Lopez, BSIT II 1

Study these words that may make your memorandum
ineffective. Give particular attention to the short and
effective words that should replace them.


Long and Ineffective Short and Effective

made a decision decided
came to the conclusion concluded
placed an order for ordered
showed an increase increased
be of service serve
converse with spoke to
are cognizant of we know
summarization summary
Inadvertency error
Remuneration pay
utilization use
encounter meet
assistance help
substantiation proof
your communication your letter
institution bank
expedite speed up


What is a memorandum?

How does it differ from a business letter?

How should you write an effective memorandum?


Memorandums or memoranda are
letters written inside the organization,
although a few companies use them in
external communication. But, basically,
memorandums are the written messages
exchanged by employees in their day-to-
day activities. It may be addressed to a
specific individual or a group of persons for
the purpose of commanding or calling the
attention to a work done.

The principal parts of a memo are:
DATE, TO, FROM, and SUBJECT.


All Purpose Example
To: (Recipient)
From: (Sender)
Date: (Month/Day/Year)
Subject: (These words can be bold format.)

This purpose memo provides a model. When writing a memo,
state the purpose clearly at the beginning as seen in the first
sentence. At the end of the memo let the recipient know what
action is expected. Memos are concise and focus on a single
purpose. If you have more topics to discuss write a separate
memo for each. Use lists and headings to highlight important
items.


What to Include in Your Memo
• I am writing because
• The facts are
• I will, or I propose that you
When writing a memo margins should be 1 inch all
around and text should be left justified using block-
style paragraphs and single spacing unless the memo
is very short.


The principles in writing memorandums and in writing
business letters are the same, because they are based on the
same reasons for writing. Nevertheless, the two differ from each
other in format and content organization. Memorandums always
use direct order while business letters use both direct and
indirect order. Direct order states the purpose or the most
important information or message in the beginning of the memo;
indirect order, towards the end of the memo.


These are the four special consideration that you have to keep in
mind in writing memorandums:

1. It contains no inside address
2. It has no personal opening or closing
3. Its subject matter is announced or posted at the outset
4. It usually requires no introduction or conclusion


There are three basic reasons to write a memo: to
persuade action, to issue a directive or to provide a
report.


Persuasive
Memorandum

To: Andy Andler, Benita Buchanan, Charles Chavez
CC: Darcy Danko
From: Heady the Head Honcho
Date: June 1, 2006
Re: Need for New Memo Format

I’ve noticed that we don’t seem to be able to communicate important
changes, requirements and progress reports throughout the company as
effectively as we should. I propose developing one consistent memo format,
recognizable by all staff as the official means of communicating company
directives.

While I know this seems like a simple solution, I believe it will cut down on
needless e-mail, improve universal communication and allow the staff to
save necessary information for later referral.

Please talk among yourselves to determine the proper points of memo
writing and return the input to me by 12 noon. I will then send out a notice to
the entire staff regarding the new memo format.

Thank you for your prompt attention to this.

Directive
Memo

To: All Staff
From: Heady the Head Honcho
Date: June 1, 2006
Re: New Memo Format Effective June 1

In order to make interoffice communications easier, please adhere to the following
guidelines for writing effective memos:

• Clearly state the purpose of the memo in the subject line and in the first paragraph.
• Keep language professional, simple and polite.
• Use short sentences.
• Use bullets if a lot of information is conveyed.
• Proofread before sending.
• Address the memo to the person(s) who will take action on the subject, and CC those
who need to know about the action.
• Attach additional information: don’t place it in the body of the memo if possible.

Please put this format into practice immediately. We appreciate your assistance in
developing clear communications. If you have any questions, please don’t hesitate to
call me. Thank you.

Technical
Memo

To: Heady the Head Honcho, Andy Adler
From: Darcy Darko
Date: June 15, 2006
Re: Update on the T-12 Phase Three testing

As we enter Phase Four of the T-12 testing, I wanted to provide a
progress overview of the Phase Three testing.

The body of the memo might include two-four paragraphs outlining the
purpose of the memo. If this is a longer memo, each paragraph will have
a subhead to help guide the reader through the document.

Finally, the writer includes a summary paragraph, which features bullets
highlighting the main points of each previous paragraph, and concludes
the memo with a stated action required by the reader or writer.

A quick note about the use of "memo" vs. "memorandum:" it doesn't
really matter. It falls in line with the style selected by the writer.

Conclusion

Writing effective memos helps keep the lines of communication
open in your company or department. By incorporating some of
the basic points from the memo examples above, you should
notice a deeper connection with employees and co-workers..


Memorandums

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