THE LANGUAGE OF MEMOS

As in all business and technical communications, the language of memos should be clear and
concise. When writing a memo, you should:

Maintain a friendly tone

Choose the well known or usual words rather than the unusual

alternatives
Use simple sentence construction rather than the complex
sentences- avoid using many words and long sentences when a

few words and short sentences convey the message clearly

Avoid using unnecessary or difficult words and phrases

Examples to avoid

Suggested alternatives

You are hereby reminded that adequate parking

Employees who are classified under categories

facilities are provided for

Categories 2,3 and 4 as classified according to

2, 3 and 4 are requested to

park their cars in car park B only.

the Personnel Schedule of this company,

enclose herewith, in the parking lot designated
B which has been reserved for the exclusive
use of the same. You are kindly requested to

A copy of the Personnel Schedule of the

desist from stationing your class C vehicles in

company showing the classification of

locations other than the above mentioned car

employee is enclosed.

park
I am writing in connection with the interviews

I am writing about the interview that you will

that you will be conducting to select personnel

be conducting to select the counter

to handle the reception counter.

receptionist.

Study the example below:

Style too elaborate for memos

Style suitable for memos

We are grateful for your prompt reply to our

Thank you for replying promptly to my request

request. We are enclosing a questionnaire for

for help in the survey. Please complete the

you to complete and we should appreciate it if

enclosed questionnaire and return it to me as

you could return it to us at your earliest

soon as possible.

convenience.

Style too officious for memos

Style suitable for memos

nd

Your memo on the 22 refers. Kindly complete I refer to your memo dated 22nd August. Could
the enclosed questionnaire and return same to

you please complete the enclosed questionnaire

the undersigned soonest.

and return it to me as soon as possible?

Below is a list of some commonly misused officious words and phrases

Misused words or expressions

What to use

hereby

omit

herewith

omit

you are kindly requested to desist from

please

you are kindly requested to desist from

please do not

enclosed please find

I have enclosed/I am enclosing/ I enclose

enclosed herewith

which I am enclosing

as per your instructions

according to your instructions/ as you instructed

please advise

please let me know

prior to

before

in connection with

about

with respect to

about

in respect of

about

same

this/it/these

at this point of time

now /currently/at present

at that point of time

then

Exercise: Improving the tone of memos

1. I have looked through your report and am totally confused.Please see me urgently to
clarify.
Im confused with the report youve sent, please see me as soon as possible.
Please see me to discuss about your report.
2. The quality of your work recently is totally unacceptable.
Your recent work is unacceptable.
Your work performance needs to be improved.
3. Have your report on my desk by 8 am tomorrow at the latest.
Please send your report to me by 8am tomorrow morning.
Please submit your report to me by 8am tomorrow
4. You neglected to report these serious errors early enough.
Please remember to report serious errors immediately.
5. It seems you just dont understand what you are doing. You need help.
Please feel free to seek help.
6. The new price structure you suggested is totally impractical.
The new price structure needs to be revised.
7. If you think you are going to get a salary increase this year, forget it. Times are hard.
There will be no salary increase this year.

8.

Our phone bills are enormously high. Please stop making so many personal calls.
Personal calls are not allowed.

9. Your attitude towards customers has a lot to be desired. Were sending you for training.
You have been selected to attend training course.

ANSWER

Exercise: Improving the tone of memos

1.

I have looked through your report and am totally confused.Please see me urgently to
clarify.
Please see me to discus about your report.

2.

The quality of your work recently is totally unacceptable.

Your work performance needs to be improved.

3.

Have your report on my desk by 8 am tomorrow at the latest.

Please submit your report to me by 8am tomorrow.

4.

You neglected to report these serious errors early enough.

5.

It seems you just dont understand what you are doing. You need help.

6.

The new price structure you suggested is totally impractical.

7.

If you think you are going to get a salary increase this year, forget it. Times are
hard.

8.

Our phone bills are enormously high. Please stop making so many personal calls.

9.

Your attitude towards customers has a lot to be desired. Were sending you for training.