1. Unit 9 Memos

2. Overview  Why memos?  Structure  Tone  Using lists and bullets  Memos – key points to remember

3. Why memos?  Memorandum (plural memoranda), affectionately called a ‘memo’ is a written communication from one person to another (or a group of people) within the same organisation. Memos serve a variety of purposes:

4. Why memos?  Just as letterheaded paper is used for letters, many organisations used pre-printed stationery for memos. Here are some examples:

5. Why memos?  It is important that the memo headings show details of sender and recipient as well as reference and date. Courtesy titles (Mr/Mrs/Miss) are usually not included. If pre-printed memo forms are not used in your organisation, the following headings are suggested.

6.  After these memo headings, continue in the usual fully-blocked style. When more than one topic is dealt with it is good practice to use numbered points and sub-headings.  A memo will not include a salutation and complimentary close, but will usually be signed or initialled.

7. Why memos?

8. Structure  The four-point plan for structuring all business documents should also be applied to memos.

9. Tone  Memos are usually written in an informal style. Aim to put over your message as concisely as possible while still being courteous, clear, concise and correct.  The major consideration in composing memos:  Status of sender and recipient in the organisation  The topic of the memo Try to adopt a tone that reflects these factors

10. Using lists and bullets  Useful to set off important ideas.  Items could be listed using numbers, letters or bullets.  Why use lists?  Help you organise thoughts and points  Help focus reader’s attention on important points  Help readers find key points  Simplify detailed or complicated topics  Simplify skimming process for busy readers  Enhance visual impact

11. Memos – key points to remember 1. Make a plan first before writing memos. Group points in logical order. 2. Remember to use four-point plan 3. Use simple, clear language 4. Give memo appropriate subject heading 5. Adopt a tone that reflects status of sender and reader as well as the topic of memo. 6. Use a variety of presentation methods to enhance display. 7. Use list and bullets where appropriate 8. Do not include salutation or complimentary close. 9. Sign the memo in the usual way