1. Writing Memos

2. 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.

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

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

5. 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

6. 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

7. 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 . This system is not suitable for confidential matters.

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

9. 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.

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

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

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

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

14. Announcement memo
The announcement memo provides information

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

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

17. 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.