Definition of a Memo A memo is a short for “memorandum” (Latin: “something to remember”). A memo is a document used for communication within a company.

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Presentation transcript:

Definition of a Memo A memo is a short for “memorandum” (Latin: “something to remember”). A memo is a document used for communication within a company.

Similarity between a memo and a business letter They can be used to present a report.

Differences Between a Memo and a Business Letter The heading and tone make a memo different from a business letter. Since memos can be used to co-workers and colleagues, you do not have to include a formal salutation or closing remark.

Things We Consider When Writing a Memo The writer should consider the following things when preparing to write a memo. A. Purpose of a Memo: Ask yourself the following question: Why am I writing this memo? Before writing a memo, outline what your purpose is. The writer should consider the following things when preparing to write a memo. A. Purpose of a Memo: Ask yourself the following question: Why am I writing this memo? Before writing a memo, outline what your purpose is.

Things We Consider When Writing a Memo B. Audience: Ask yourself the following question: Who am I writing to and what do I want them to understand? B. Audience: Ask yourself the following question: Who am I writing to and what do I want them to understand?

Things We Consider When Writing a Memo C. Tone: Business writers should consider the tone of their message. The tone of the message plays an important role of how the reader will perceive the message. C. Tone: Business writers should consider the tone of their message. The tone of the message plays an important role of how the reader will perceive the message.

General Format of a Memo The following is the basic guideline of a memo: A. Heading: The heading segment follows this general format: 1. To: 2. From: 3. Date: 4. Subject: The following is the basic guideline of a memo: A. Heading: The heading segment follows this general format: 1. To: 2. From: 3. Date: 4. Subject:

General Format Make sure you address the reader by his/her name and job title. Be specific and concise in your subject line.

General Format 2. Opening Segment: This is an opening paragraph; it includes the following parts: 1. The purpose of the memo 2. The context and problem 3. The specific assignment or task. 2. Opening Segment: This is an opening paragraph; it includes the following parts: 1. The purpose of the memo 2. The context and problem 3. The specific assignment or task.

1. Purpose Before taking the reader to details and the context, give him/her a brief overview of what the memo will be about. Including the purpose will help clarify the reason the audience should read the document. The introduction should be brief, and should be approximately the length of a short paragraph.

2. Context Context is the background of the problem you are solving. You may use a paragraph or a few sentences to establish the background and state the problem.

3. Task Segment Task segment is where you should describe what you are doing to help solve the problem.

Discussion The discussion parts are the longest portions of the memo. They are the parts in which you include all the details that support your ideas. Be sure to use the same format when including details-Strongest to weakest.

Closing Segment You want to close your memo with an effective and 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.

Necessary Attachments You can attach important lists, graphs, tables, etc. Be sure to refer to your attachments in your memo and add a notation about what is attached below.

Distribution of the Material 1. Header: 1/8 of the memo 2. Opening, context, and task: ¼ of the memo. 3. Summary, Discussion: ½ of the memo. 4. Closing, Necessary Attachment: 1/8 of the memo. 1. Header: 1/8 of the memo 2. Opening, context, and task: ¼ of the memo. 3. Summary, Discussion: ½ of the memo. 4. Closing, Necessary Attachment: 1/8 of the memo.

Recommendations 1. Are my headings and subject line clear, properly worded, and parallel 2. Did I create logically sequenced sentences and paragraphs? 3. Is the information arranged in a coherent logical order? 4. Have I used a natural, friendly tone? 5. Have I used active voice? 1. Are my headings and subject line clear, properly worded, and parallel 2. Did I create logically sequenced sentences and paragraphs? 3. Is the information arranged in a coherent logical order? 4. Have I used a natural, friendly tone? 5. Have I used active voice?

Recommendation 6. Are my sentences short and simple? 7. Have I adapted my vocabulary to suit the reader? 6. Are my sentences short and simple? 7. Have I adapted my vocabulary to suit the reader?