1. Business Communications
Memorandums

2. Goals
After completing this lesson, you will understand how to identify the customary style of a memorandum.
You will
 Create a new document in Microsoft Word
 Enter and Edit Text
 Use the Spelling a Grammar Feature.
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3. “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:
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.
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4. Organize your thoughts and ideas before you start writing the memo.
Memorandums
Organize your thoughts and ideas before you start writing the memo.
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.
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5. Internal Communication
Internal communication is usually broken down into interoffice memorandums, reports and relating working correspondence, written procedures, and manuals.
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6. Responsibility of the Writer
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.
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7. Reason
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.
Memorandums or memos are used among departments of an organization to correspond short professional messages to employees. Memos are usually informal, brief, and has not or little cost.
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8. Style
Directly above the body of the memorandum, are the following sections flush left:
“Date:” “To:” “From:” “Re:” or “Subject  
Capitalize each section and bold them.
Have students open Memorandum Templates in Microsoft Word.
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9. A Closer Look
Inform Students: If copies are sent to more than 10 people, place the list of names at the end of the memo. *When a memo is addressed to a distribution list, name the list.
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10. Keep It Professional 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
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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.
Body
Closing
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12. PROOFREAD & EDIT 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.
After a written communication has been composed planning, organizing, composing, are not complete until the writer has edited the document. Writer is responsible for evaluating the quality of the message trying to get across. If necessary the writer must edit and strengthen its quality.
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13. Complete Proofreader’s Mark Worksheet
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14. Format a Memorandum
Use handout to make 15 corrections using Proofreader’s Mark
Recreate Memo with the appropriate format and corrected text, spacing and initials
Print to 5110 (remember your initials)
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15. Web Sources
Purdue Owl:
Technical Writing:
Memorandum Format:
Centre of Independent Language Learning:
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