Memorandums

“Copyright and Terms of Service Copyright © Texas Education Agency. The materials found on this website are copyrighted © and trademarked ™ as the property of the Texas Education Agency and may not be reproduced without the express written permission of the Texas Education Agency, except under the following conditions: 1)Texas public school districts, charter schools, and Education Service Centers may reproduce and use copies of the Materials and Related Materials for the districts’ and schools’ educational use without obtaining permission from the Texas Education Agency; 2) Residents of the state of Texas may reproduce and use copies of the Materials and Related Materials for individual personal use only without obtaining written permission of the Texas Education Agency; 3) Any portion reproduced must be reproduced in its entirety and remain unedited, unaltered and unchanged in any way; 4) No monetary charge can be made for the reproduced materials or any document containing them; however, a reasonable charge to cover only the cost of reproduction and distribution may be charged. Private entities or persons located in Texas that are not Texas public school districts or Texas charter schools or any entity, whether public or private, educational or non-educational, located outside the state of Texas MUST obtain written approval from the Texas Education Agency and will be required to enter into a license agreement that may involve the payment of a licensing fee or a royalty fee. Copyright © Texas Education Agency, All rights reserved.2

33  A business document The goal is to include specific details. Always accomplish your objective, and make sure you present your work in a professional format.  A memorandum, also known as memo, is a document or a common form of communication that is used to convey certain information or ideas to the concerned persons. Organize your thoughts and ideas before you start writing the memo.

Copyright © Texas Education Agency, All rights reserved.4  Internal and External Communication ◦ Internal Examples: Correspondence that is send interoffice such as memorandums, reports and relating working correspondence, written procedures, and manuals. ◦ External Examples: Telecommunication media, business letters, forms, documents sent outside the company. 4

Copyright © Texas Education Agency, All rights reserved.5  Internal communication is usually broken down into interoffice memorandums, reports and relating working correspondence, written procedures, and manuals. 5

Copyright © Texas Education Agency, All rights reserved.6  Four Categories ◦ Planning- Collect the data and select the time frame for delivery. ◦ Organization- State the purpose of the document including parts of a body and closing. ◦ Composing- Use effective language develop a structure, a sound. ◦ Editing- Evaluate the quality of the message, make any necessary changes. 6

Copyright © Texas Education Agency, All rights reserved.77  Memorandums bring attention to problems and they solve problems.  The goal is informing the reader about new information  Examples: Policy Changes, Price Increases, Change a current production procedure.

Copyright © Texas Education Agency, All rights reserved.88  Directly above the body of the memorandum, are the following sections flush left: “Date:” “To:” “From:” “Re:” or “Subject

Copyright © Texas Education Agency, All rights reserved.99

Copyright © Texas Education Agency, All rights reserved.10  Write clearly; avoid wordiness  Meet objectives  Maintain grammar & spelling Keep this in mind Remember to spell check your memo prior to sending it and proofread, spell check cannot catch everything Misspellings can come across as unprofessional when addressing a group of your colleagues. Read your memo out loud

Copyright © Texas Education Agency, All rights reserved.11 Company logo with address information (optional) Heading- lists the recipients, the sender, the date and the subject. Tip: Double Space easier on the eyes. Closing Body

Copyright © Texas Education Agency, All rights reserved.12  Read your document out loud to yourself  Read your document out loud to a friend  Turn on spell check and grammar check within Microsoft Word or whichever application software that is in use.

Copyright © Texas Education Agency, All rights reserved.13  Purdue Owl:  Technical Writing:  Memorandum Format:  Centre of Independent Language Learning: