MemorandumPresented by B.Sergelen

Contents

Introduction Types of memo Typical components Format Recommendations Sample

1. Introduction

A memo is a no-nonsense professional document, designed to be read quickly and passed along rapidly

2. Typical components

Header Purpose Summary Discussion Action

2.1 Header

The header is compact block of information at the top of a memo

Memo to: SICT English class studentsFrom: B.SergelenDate: 2012.10.17Re: Writing memos

2.2 Purpose

Immediately state your reason for writing

Example: “ I am writing to provide you with recommendations on…”

2.3 Summary

Should be mini version of the memo, so put all your important information upfront in summary

2.4 Discussion

This section should include sufficient background information

2.5 Action

You should finish with a clear call for action.

Should encourage cooperation

3. Format

Paragraph formats Segment allocation Format for hard copy memo

3.1 Paragraph format

Block format Modified format

3.2 Segment allocation

Header- 1/8 of the memo opening Context and task- ¼ of the memo

summary Discussion segment- ½ of the memo

closing segment Necessary attachments- 1/8 of the

memo

3.3 Tips for formatting hard copy of memos

-Leave 2 top margin-Set side margin at 1 or ¼ inches-Leave blank line between the heading

guide words -Align the information following the

headings-Leave 2 blank lines between subject and

the first line of the memo-Graphic highlights

4. Types of memos

Directive Memos Response Memos Trip Report Memos Field/Lab report Memos

4.1 Directive Memos

States policy or procedure Should have clear purpose

4.2 Response Memos

Provide desired information Usually has 5 parts:

› Purpose› Statement› Summary› Discussion› Action

4.3 Trip Report Memos

Usually sent to a supervisor after an employee returns from a business venture

4.4 Field/Lab Report Memos

Used to report on inspection or procedure

Structure› Purpose of Memo› Summary› Problem – leading to the decision to

perform the procedure methods

5. Recommendation

Important Information Clarity Careful Arrangement Neatness Paragraphs must always be numbered Give Background information Write in a polite, undemanding,

personal tone. Clearly state deadline or time frame

6. Sample Memo

MemoTo: Department HeadsFrom: Peter JohnsonDate: December 10,2011Subject: Annual Bonus leave for employees with Outstanding Performance

Starting January 1st we will introduce the following modification for our company policy with regard to annual leave. Every year one employee from each department will be awarded special annual bonus leave for outstanding performance

The eligible employee will have additional 5 days of annual leave credited on January 15th. The bonus leave will be accounted for separately and will remain available until used.

We will have a meeting on December 15th at 10:00 a.m to discuss the results of the 2011 performance evaluation. The announcement to the employees will follow the meeting. If you have any questions or comments please let me know before the meeting.

Thank you for your attention