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Writing a Memorandum
Business Communication and Report Writing
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Memorandum
A memorandum is considered “inside” correspondence.It is written to someone in your company.
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Advantages of Memos
Memos are:QuickInexpensiveConvenientA Written Record
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Memorandum
A memo is less formal than a letter.It usually conveys one idea and is likely to be short.Effective memos are clearly written with the objective stated in the first sentence.
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Purposes of Memos
To InquireTo InformTo ReportTo RemindTo TransmitTo Promote Goodwill
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Questions
You should be able to answer several questions regarding your memo:
1. Exactly why are you writing the memo?2. Is the person you are writing to in a position to
make a decision?3. Do you state your objectives immediately?
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Check Your Memo
Is is easy to find the main point?Would it help to underline, indent, or bullet the main points?Does your memo have plenty of white space for easy readability?
Have you removed unnecessary words?Is your memo filled with technical jargon?Is it positive?Does it “step on anyone’s toes”?
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Memos
A memo should be designed to get your message across quickly.Busy people do not want to waste time reading unnecessary information.
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Organization of the Memo
Statement of PurposeMessageStatement of Future Action
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Special Formatting and Mechanical Techniques
Use enumerations to list important itemsUse solid capitals and centering to emphasize an important detailUse columns with headings to make reading and understanding easier
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Special Formatting and Mechanical Techniques
Use underlining and side headings to show natural breaksUse bullets to emphasize several pointsUse boldface and italics when appropriateUse color coding to attract attention
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Important “Nevers” in Memo Writing
Never write memos or any other communications which are unnecessary.Never write complicated, hard-to-understand memos.Keep them simple and to the
point.
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Important “Nevers” in Memos Writing
Never write rude, blunt, or thoughtless memos.Never send memos that have typos, misspelled words, or grammatical errors.– They are a poor reflection
on you!
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Important “Nevers” in Memos Writing
Never waste space with unnecessary introductory material.– Plunge in!
Never leave out necessary details causing people to have to follow up with questions.
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Important “Nevers” in Memos Writing
Never use a closing line or a signature in a memo.
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BASIC PARTS OF A MEMO
TO:FROM:DATE:SUBJECT:
Body of the memorandum—single spacedReference initials
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Memo
Make sure the memo isClearConciseCorrectConcreteComplete
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Memos
Make sure the memorandum isWell placedHas correct punctuation and spelling
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Memos
Be sure the memoStates the purpose clearlyPresents message effectivelyUses a courteous toneGives reader complete, accurate detailsConcludes appropriately