Memorandums
· Memos and letters are the two most common types of business communication.
· Memos resemble letters in that they communicate information and are commonly used in the world of business writing. However, memos differ from letters in several important ways.
Memos vs Letters
· Memos are almost always used within an organization
· Memos are usually unceremonious in style
· Memos are normally used for non-sensitive communication (communication to which the reader will not have an emotional reaction)
· Memos are short and to-the-point
· Memos have a direct style
· Memos do not have a salutation
· Memos do not have a complimentary closing
· Memos have a specific format that is very different from a business letter
Guidelines
· Memorandums are correspondence written to people within the same business or organization. They are often called memos or interoffice memos.
Margins
· The top margin is usually 1” or 2”, depending on the length of the memo, and side margins are 1”.
Guide Words
· The formal memorandum uses a special heading, sometimes preprinted on the stationery.
· Typically, the guide words are in all caps or Bold Upper/Lower and double-spaced as shown.
TO
· The people to whom the memo is written are listed under the TO.
· This is the Distribution List.
FROM
· The author of the memo.
DATE
· The date the memo is prepared.
· Written with the month spelled out and the full year as shown.
SUBJECT
· The Subject is a brief statement of the topic of the memo.
· The subject should be typed in ALL CAPS.
BODY
· The message of the memo is contained within the body.
· Memos are short and to the point.
Special Parts
· Reference initials are the typists initials.
· Attachment notation is used when an item is physically attached to the memo.
Spacing
· Double-space after the guide words.
· Double-space between the end of the body and the reference initials and any other special notations.
Special Parts
· Copy notations are typed on the line below the reference initials or below the enclosure or attachment notation. At the left margin, type a lower case “c” followed by a colon (c:), press tab and type the name of the person receiving the copy.
Templates
· Templates are forms that allow can to move quickly from one data entry area to another word processing programs have several memo templates generally include guide words
Some types of Memos
q Persuasive Memo
q Directive Memo
q Technical Memo
Persuasive Memo:
· In a persuasive memo you must constantly keep your reader's feelings in mind. Consider how the person will react to what you are saying. What would convince him or her most readily? How much should you rely on logic, and how much should you appeal to emotion?
Directive Memo:
· A directive memo states a policy or procedure you want the reader or co-worker to follow. The length of the memo depends on how much space is required to properly explain the procedure.
Technical Memo:
· A technical memo is a concise presentation of results, with a logical progression from the principles which are core to the analysis towards the conclusions that were drawn from the results.
WRITING A SIMPLE MEMO
The layout
1) First write the world “Memo” (as a title in
the middle on top of page.)
2) Include “To” (who should get the memo?)
3) “From” (who sent the memo?)
4) Subject (what is the memo about?)
5) Date
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