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The Memo

This document provides information on writing an effective business memo. It defines a memo as a message sent within an organization to convey information, instructions, policies, suggestions, agreements or records. The key parts of a memo are identified as the heading, opening, summary, discussion, closing and attachments. The opening should provide background and state the purpose and specific task. The summary briefly outlines recommendations. The discussion presents supporting details, findings and recommendations. The closing states the desired action and benefits. Attachments provide additional documented information.

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Jyoti Dave
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59 views13 pages

The Memo

This document provides information on writing an effective business memo. It defines a memo as a message sent within an organization to convey information, instructions, policies, suggestions, agreements or records. The key parts of a memo are identified as the heading, opening, summary, discussion, closing and attachments. The opening should provide background and state the purpose and specific task. The summary briefly outlines recommendations. The discussion presents supporting details, findings and recommendations. The closing states the desired action and benefits. Attachments provide additional documented information.

Uploaded by

Jyoti Dave
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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The Business Memo

Memos solve
problems.
Business Writing Strategies and
Samples

What is a Memo?
It is a message sent by a person or
a department to another within the
same organization.

USES OF MEMORANDUM
To
To
To
To
To
To

provide information.
issue an instruction.
convey a policy decision.
offer suggestions.
record/report an agreement.
use as a written record.

Difference between memo and


S no.
Memo
Letter
letter
1.

A message written for use within Used for external


the organization.
communication.

2.

Often have more than one


reader.

Only for one person.

3.

It could be on a plain paper.

It is on a letter head.

4.

It carries word memorandum.

It does not carry any title.

5.

Doesn't require a complimentary It does require signature.


signature.

6.

Includes name of sender,


receiver(s), date and subject.

It includes salutation,
signature, official title.

Basic Memo Plan:


Direct Plan:
State direct points
Move to supporting detail
Purpose: Presenting routine information & relaying news

Indirect Plan:
Present appeal or evidence
Draw conclusion
Purpose: Arousing interest before presenting desired action

Combination:
Combines information & persuasion
Purpose: Useful in relaying bad news

Parts of Memo:
Heading
Opening
Summary
Discussion
Closing
Attachments

Heading Segment:
TO: Executive MBA Students
FROM: Jyoti Dave, Communications Course
Coordinator
DATE: December 13, 2009
SUBJECT: Memo Writing Basics
Tips:
Address reader by correct (and complete)
name and job title
Be specific and concise in subject (RE:) line

Opening Segment:
Context & Problem
Give background or circumstance of problem

Specific assignment or task


Describe your action towards and solution to
problem

Purpose
State reason for writing memo
Tips:
Be concise. Give only enough info as is necessary

Summary Segment:
Brief summary of your recommendations
Include references & methods used
Tips:
If memo is longer than one page, make separate
summary section.
Use specific headings for summary & discussion
segments.
Keep it brief.

Discussion Segment:
Present supporting detail
Begin with most important information
Key findings
Recommendations

Closing Segment:
State, courteously, action you wish
reader to take
Consider
How reader will benefit from action
How you can make those actions easier

Attachments Segment:
Document your findings
Provide detailed information

Lists
Graphs
Tables
Etc.

Tip:
Be sure to refer to your attachments within your memo
Add notation after closing stating what attachments are
included:

Attachments: Complaints about non submission of


reports on time.

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