Workplace documents II: Memorandum

Learning Objectives At the end of Week 10 students should be able to: 1. Define in detail what ‘workplace document’ means. 2. Recognize from format and content the different workplace documents in use. 3. Infer from contents of respective ‘wds’ their purposes 4. Organise available information in logical manner and use appropriate language and writing style pertaining to individual ‘wd’ 6. Value the role of ‘wds’ in ensuring that effective communication is carried out in the workplace.

Writing Style   The writing style for business correspondence should be Courteous, Conversational, Concise, and Specific. Courtesy includes: 1.     Develop a YOU attitude.  Stay away from I. 2.     Use PLEASE and THANK YOU. 3.     Show respect. 4.     Be nice. Conversational tone 1.     Write the way you speak, simply and directly. 2.     Don’t be flowery. 3.     Don’t use big words that you cannot spell.

Writing Style Concise: 1. Chose your words carefully. 2.     Avoid long sentences. 3.     Place the most important information at the beginning of the sentence. Specific: 1.     Include all-important information. 2.     Ask yourself, “Would someone with no knowledge of this information understand what I am saying?  Did I include all the details?:  Who? What? Why? Where? When? How?

Memorandum The word “memo” is short for memorandum. A short written communication to: provide information or ask for some form of action to take place.

Memos It can look like: a post-it, an email, or a secretary’s note saying that someone called and needs to be called back.

Memorandum Key Points Consider your audience. Many recipients should not read like a personal correspondence. The purpose of a memo is to get a desired result, so the most important element of a memo is clarity.

Parts of a Memo: Heading Segment DATE: (complete and current date) TO: (readers names and job titles) FROM: (your name and job title) SUBJECT: (what the memo is about)

Format of the Memo : Lay-out COMPANY NAME MEMORANDUM TO: FROM: DATE: SUBJECT: ________________________________________________________________________________________________________________________________________________________________________________________________________________ Initials of the writer

Parts of a Memo: Content/Body 1. Opening - state purpose of memo, give the facts. 2. Summary - Explain the situation in more detail if needed. 3. Discussion - Any other info you need to present? 4. Closing - Make a courteous closing statement. Use your initials Do NOT use “sincerely” or other letter-like ending. 5.. Necessary attachments - include any as needed

Advantages Reach receivers who are temporarily unavailable Saves money & time Complex info can be sent & retained Reaches many people at one time Provides a written record DATE: 5TH Nov, 2011

When To Send A Memo? When subject is for many people Submitting regular reports Sharing business ideas or summarizing discussions Personal messages to individuals or groups To stimulate thinking or action When the timing or political climate is right. DATE: 5TH Dec, 2011

When NOT To Send A Memo Face to face communication is better You have nothing pertinent (relevant) to say Emotions are running too high (do not write in ANGER) You have more important duties or priorities Timing or the political climate is wrong (do not jump in too fast or be too hasty) DATE: 5TH Dec, 2011

Reminders: Start by stating exactly what it is you want Be specific and precise Start by stating exactly what it is you want Keep memos short (under one page) Use a business-like tone Use bulleted lists when needed if it helps make the information you’re presenting clearer Stick to the correct format

Reference 1. http://pt.slideshare.net/hollykatharine/what-is-a-memo