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Understanding Memos and Their Types

A memo is a written communication between employees used to share information. It follows a standard format including a main heading with the word "memorandum", as well as specific headings for date, recipient, author, and subject. Memos can be informal and casual between coworkers, or more formal when being sent from lower to higher-ranking employees. They typically begin directly with the objective and include specific details in a logical order, ending courteously. The purpose of a memo is to convey rules, procedures, ideas, suggestions, reports or requests within an organization.

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Harinder Singh
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230 views20 pages

Understanding Memos and Their Types

A memo is a written communication between employees used to share information. It follows a standard format including a main heading with the word "memorandum", as well as specific headings for date, recipient, author, and subject. Memos can be informal and casual between coworkers, or more formal when being sent from lower to higher-ranking employees. They typically begin directly with the objective and include specific details in a logical order, ending courteously. The purpose of a memo is to convey rules, procedures, ideas, suggestions, reports or requests within an organization.

Uploaded by

Harinder Singh
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd

Derived from Latin word memorare , later changed to memorandus which means to provide information.

Also known as Interoffice Memorandum/Communication.

A memo is a written message exchanged by employees in the conduct of work. It provides information by a person or committee to other people.

Standard Memo Templates Printed Memorandum Stationary

Main Heading: The word memorandum appears at the top in large, heavy type. Specific Heading: Date, To, From, Subject, etc. Additional Headings: Department, Plant, Territory, Store Number etc.

Casual/Informal Notes: Worker to Worker Formal Messages: Lower-ranking workers to Top administrators

Short Memos: Informal Language like Email Messages. Long/Formal Memos: Appropriately Organized in a direct pattern, but indirect patterns for sensitive/negative information

Begins directly with the objective, followed by explanations. Specific information needed is listed in logical order. Ends with courteous words.

1.

2.

Memorandums differ from letters in two major ways: They are more likely to be direct. They are less likely to involve concern about word effect.

Written for all employees Conveys company rules or procedures Official by nature Begins with thesis statement, followed by additional information Remainder consists of a logical, orderly arrangement of the rules and procedures covered

Request Memo Confirmation Memo Periodic Report Memo Ideas and Suggestions Memo Informal Study Results Memo Persuasive Memo(Good/Bad News Memo)

Objective is to gain a favourable response. Tone is convincing.

Objective is to confirm the written message verbally For example: Sales Managers promise on sales coverage

Objective is to convey ideas or suggestions. Begin with positive comments. Use headings to highlight them. Be specific and dont stray off he point. For example: Suggestions for Reducing Absenteeism and Turnover.

Objective is to present information in an understandable form. State the purpose at the beginning. Use headings and subheadings. Be specific.

Good news memos are written deductively in a straightforward manner. Bad news memos are written inductively(not ambiguous), with a positive tone.

Date: January1,2011 To: Mr X From: Mr Y Subject: Our Previous Talk I would be interested in receiving copies of that material that you and I talked about at the annual meeting last December.

Date: Jan 1,2011 To: Mr X From: Mr Y Subject: Employee Turnover Data

At the annual management meeting held on 30th Nov 2010,you mentioned data that you had collected on employee turnover. Could you send me a copy of that material by the weekend.
Thank You.

The intercultural concepts that were discussed at the most recent managerial convocation lead me to believe that it would behoove you to investigate the casual factors that account for these differences and to determine how we might capitalize on these findings through a detailed analysis of our international management agreements with our overseas suppliers and concessionaires.

Task: Design Your Memo

Subject: Improving Communications with our Overseas Suppliers As a result of our recent management meeting, I think an evaluation of all contracts with our overseas suppliers and concessionaries is in order. I would like you to find out what can be done to improve our relationships with these people. Please send me your ideas as soon as possible . Regards, Mr Y

THANK YOU

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