Advanced Technical WritingMemorandums

Course: MBA-II

Subject: ECLS

Unit: 3

Memorandums (memo)

Intra as well as Interoffice way of communication.

WHAT IS A BUSINESS MEMO?

Basically, it is an in-house business letter. Like a business letter, a business memo is a type of professional writing. However, a business memo differs from an ordinary letter in several important ways:

1) It is written in a specific format, which will be described

later.2) Unlike a letter, you do not sign your name at the bottom

of your memo. Instead, you write your initials next to your name at the top of the memo.

Purpose Of Memo

A business memo serves a very useful purpose. (Memos solve problems)

It helps members of a business organization communicate, without the need for time-consuming meetings.

It lets someone know something they need to know in an effective and efficient manner.

Purpose- Example

Miss Raina has asked me to arrange a working lunch for all members of the writing staff, at the main office, sometime before the end of the month.

The purpose of this memo is to request authorization to purchase a set of audio output speakers and a modem for Lab Video Lectures in classrooms

Used for all kinds including

• Short note• Exchange information• Request information• Instruct employees• Report results• Small reports • Internal proposals

Memos’ Role

Play an important role in management:• Keeps employees informed• Motivates employees• Keeps their moral high

To achieve this goal

Memos Should Convey the message in a clear and accurate way

Memo Format

I. Heading

II. Opening

III. Discussion

IV. Closing

V. Summary

TO: (readers' names and job titles)FROM: (your name and job title)DATE: (Month day, year)SUBJECT: (what the memo is about, highlighted in some way)

From Line

It is a good idea to initial your name in handwriting.

CC: (others who are involved)

BCC: ( not directly involved)

Subject line

Should summarize the reason of the memo. Should be 10 words or less. Is NOT a sentence - it is a long title.

Three parts:

1. The context and problem

2. The specific assignment or task

3. The purpose of the memo.

1. The context

Event, circumstance, or background of the problem you are solving.

You may use An opening sentence, such as, “I reviewed the office reorganization plan"

Include only what your reader needs, but be sure it is clear.

2. Task

Describe what you are doing to help solve the problem.

• If the action was requested, your task may be indicated by a sentence opening like, "You asked that I look at...."

• If you want to explain your intentions, you might say, "To determine the best method of controlling the percentage of rat extremities, I will...."

3. Purpose Statement

Are you announcing a meeting, welcoming a new employee, or asking for input on adopting a new policy about lunch hour length?

III. Discussion

In the discussion segment, give details about the problem, Don't ramble on incessantly, but do give enough information for decision makers to resolve the problem. Describe the task or assignment with details that support your opening paragraph (problem).

IV. Closing

Close with a courteous ending that states what action you want your reader to take.

Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier.

V. Summary

This will help your reader understand the key points of the memo immediately.

E-Mail MemoDate: -25/12/2014

Gujarat University, Ahmedabad*************************

Circular

Dear All Staff Members:

This is to inform you that for winter season kindly wear formal winter cloths. Zip(jacket /sweater) and hood (jackets/sweater) are strictly not allowed. The same shall be put in implementation w.e.f 26/12/2014.

Staff Members found violating the rule shall be strictly dealt with.

This is applicable to all staff members at the University across all sectionsThanks & Regards,-------------------------------------------------------------------------------------------------- ------------------------------------------------------------------------------------------------HR Department | Gujarat University, Ahmedabad, Gujar

Are you ready to do your next assignment ?

☻I hope so

In which you will answer the following questions:

What is the problem? Why is it serious? Actions to be taken against defaulters?

• Write a memo telling your employees to stop using office landline phone for making personal calls.

• Describe the exact nature of the problem• What are the problems arising due to this

scenario?• Actions to be taken in case of defaulters