3. WHAT IS A BUSINESS
MEMO?
Basically, it is an in-house business letter. Like a
business letter, a business memo is a type of
professional writing. However, a business memo
differs from an ordinary letter in several important
ways:
1) It is written in a specific format, which will be
described later.
2) Unlike a letter, you do not sign your name at the
bottom of your memo. Instead, you write your initials
next to your name at the top of the memo.
Islamic University
Dr. Basil Hamed
3
4. Purpose Of Memo
A business memo serves a very useful
purpose. (Memos solve problems)
It
helps members of a business
organization communicate, without the
need for time-consuming meetings.
It lets someone know something they
need to know in an effective and efficient
manner.
Islamic University
Dr. Basil Hamed
4
5. Purpose- Example
Mr. Howard has asked me to arrange a working
lunch for all members of the writing staff, at the
main office, sometime before the end of the
month.
The purpose of this memo is to request
authorization to purchase a sound card and a
modem for the computer in the front office.
This memo confirms the details of your tour of
the new processing plant, as we discussed over
the telephone this morning.
Islamic University
Dr. Basil Hamed
5
6. Used for all kinds including
Short note
Exchange information
Request information
Instruct employees
Report results
Small reports
Internal proposals
Islamic University
Dr. Basil Hamed
6
7. Memos’ Role
Play an important role in management:
Keeps employees informed
Motivates employees
Keeps their moral high
Islamic University
Dr. Basil Hamed
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8. To achieve this goal
Memos Should Convey the
message in a clear and
accurate way
Islamic University
Dr. Basil Hamed
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10. I. Heading
TO: (readers' names and job titles)
FROM: (your name and job title)
DATE: (Month day, year)
SUBJECT: (what the memo is about,
highlighted in some way)
Islamic University
Dr. Basil Hamed
10
11. From Line
It is a good idea to initial your
name in handwriting.
CC: (others who are involved)
BCC: ( not directly involved)
Islamic University
Dr. Basil Hamed
11
12. Subject line
Should summarize the reason
of the memo.
Should be 10 words or less.
Is NOT a sentence - it is a
long title.
Islamic University
Dr. Basil Hamed
12
13. II. Opening
Three parts:
1. The context and problem
2. The specific assignment or task
3. The purpose of the memo.
Islamic University
Dr. Basil Hamed
13
14. 1. The context
Event, circumstance, or background of the
problem you are solving.
You may use An opening sentence, such
as, “As Jane recommended, I reviewed
the office reorganization plan"
Include only what your reader needs, but
be sure it is clear.
Islamic University
Dr. Basil Hamed
14
15. 2. Task
Describe what you are doing to help solve
the problem.
If the action was requested, your task may
be indicated by a sentence opening like,
"You asked that I look at...."
If you want to explain your intentions, you
might say, "To determine the best method
of controlling the percentage of rat
extremities, I will...."
Islamic University
Dr. Basil Hamed
15
16. 3. Purpose Statement
Are you announcing a meeting, welcoming
a new employee, or asking for input on
adopting a new policy about lunch hour
length?
Islamic University
Dr. Basil Hamed
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17. III. Discussion
In the discussion segment, give details
about the problem, Don't ramble on
incessantly,
but
do
give
enough
information for decision makers to resolve
the problem. Describe the task or
assignment with details that support your
opening paragraph (problem).
Islamic University
Dr. Basil Hamed
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18. IV. Closing
Close
with a courteous ending that
states what action you want your
reader to take.
Make sure you consider how the
reader will benefit from the desired
actions and how you can make those
actions easier.
Islamic University
Dr. Basil Hamed
18
19. V. Summary
If your memo is longer than a page, you
may want to include a separate summary
segment.
This part provides a brief statement of the
recommendations you have reached.
These will help your reader understand
the key points of the memo immediately.
Islamic University
Dr. Basil Hamed
19
20. Example
Plankton Engineering
To:
Employees In Research
and
Development Team
From:
Mary Silvers, Project Manager
Date:
January 15, 2002
Subject : New Flex-Time Policy
Beginning March 1, 2002
Islamic University
Dr. Basil Hamed
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21. Example - continue
Plankton Engineering is offering a new flex-time
schedule to all employees. You MUST sign up
for this plan by Feb. 20, 2002 , in order to use
it.
Components of the Plan
Employees must agree to:
–
–
–
–
Work 40 hours a week
Work a minimum of 4 days a week
Arrive at work no later than 9:30 a.m.
Leave work no earlier than 3:30 p.m.
Islamic University
Dr. Basil Hamed
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22. Example - continue
Scheduling Considerations
Employees may schedule work time as long as it fits the
above criteria. Employees who sign up for this new flex
time scheduling must declare their work hours during the
previous week. The supervisor will take responsibility for
recording
each
employees
work
schedule.
Employees who wish to try this new plan must stay on it
for three months before returning to the current policy.
Employees who may want to start it later, must wait until
January of the next calendar year to sign up.
Islamic University
Dr. Basil Hamed
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23. Example - continue
Important Reminder
Remember - Sign up by Feb. 20 to
take advantage of the new Flex-Time
schedule.
Islamic University
Dr. Basil Hamed
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24. More Examples
In your text:
Pages 591-592
Page: 425
Islamic University
Dr. Basil Hamed
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25. Are you ready to do your next
assignment ?
☻
Islamic University
Dr. Basil Hamed
I hope so
25
26. Assignment 6
Write a memo telling
about the problems
or faced in IUG.
In which you will
following questions:
your professor
you encounter
answer
the
What are the problems? Why are
they problems? And what is your
plans to solve it?
Due date is next Sunday at
class time
Islamic University Dr. Basil Hamed
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