1. Workplace documents II:
Memorandum

2. 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.

3. 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.

4. 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?

5. 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.

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

7. 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.

8. 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)

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

10. 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

13. 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

14. 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

15. 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

16. 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

17. Reference 1.