mba sem 2-unit 3 memo writing

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  • Advanced Technical WritingMemorandumsCourse: MBA-II

    Subject: ECLS

    Unit: 3

  • Memorandums (memo)Intra as well as Interoffice way of communication.

    Dr. Basil Hamed

  • 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: It is written in a specific format, which will be described later.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 MemoA 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- ExampleMiss 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 includingShort noteExchange informationRequest informationInstruct employeesReport resultsSmall reports Internal proposals

  • Memos RolePlay an important role in management:Keeps employees informedMotivates employeesKeeps their moral high

  • To achieve this goalMemos Should Convey the message in a clear and accurate way

  • Memo FormatHeadingOpeningDiscussion ClosingSummary

  • 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: The context and problemThe specific assignment or taskThe purpose of the memo.

  • 1. The contextEvent, 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 StatementAre you announcing a meeting, welcoming a new employee, or asking for input on adopting a new policy about lunch hour length?

  • III. DiscussionIn 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. ClosingClose 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. SummaryThiswill 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 problemWhat are the problems arising due to this scenario?Actions to be taken in case of defaulters

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