Writing Memos

What is a Memo The term memo is used to describe the standard format of internal communication which an organization uses for its own staff.

Uses of memos Memos are used to: Communicate information Explain new procedure Announce changes Make requests Confirm results Offer advice

Parts of a memo In memo writing there is no need to include: Inside address Salutation or greeting Complimentary close Full signature

Parts of a memo The headings that a memo usually includes are: To From Date Subject Reference ‘To’ usually precedes ‘From’ as a courtesy to the receiver

Form used in Memo Companies often use headed paper ( name of the company) for memo writing. Companies may also used letterhead for writing memos. In both cases the word memo/memorandum must be stated

Distribution of Memo Memos may be put on a noticeboard for everyone to see. Circulated in internal mail. The receiver/s may be asked to sign the memo to acknowledge they have read it. Memos may also be sent on internal email. This system is not suitable for confidential matters.

Movements of Memos Downwards Memos moving downward are memos going from superiors to subordinates. These explain : Policies Procedures Announcement requests

Movement of memos Upwards. Memos moving upwards are written by subordinates to their superiors. These memos provide: Responses to requests by superiors Convey informal reports to superiors The tone of these should be more formal. These communications are one way to present yourself to your superiors and may be your best avenue to promotions.

Movement of memos Horizontal memos Communications written by and to individuals on the same level of the organization chart.

Five Types of Memos Instruction Memo Request Memo Announcement Memo Transmittal Memo Authorisation Memo

Instruction Memo The objective of the instruction memo is to give your receivers all the information they need for carrying out the instructions confidently.

Request Memo The aim of the request memo is to ask the receiver for certain information or action.

Announcement memo The announcement memo provides information

Transmittal Memo The transmittal memo is a cover note that accompanies a more formal or lengthy message.

Authorisation Memo The authorisation memo gives someone permission or authority to do something

Advantages of a Memo over spoken word It reaches a large number of people at the same time. It provides a written record for filing and reference. It allows the writer to convey detailed or difficult information logically and accurately.