Memorandums Course Instructor: Engr.

Sana Ziafat

important form of corporate communication clear and concise communication of complex subjects writing style and approach applicable to other communications, such as email set yourself apart from people who cannot write

solve problems by:

informing persuading refuting arguing analyzing

Recipients: one person, several persons, one or more groups, a whole community

keep your audience in mind follow a structure (see in next slides) follow an outline get to the point early revising is easier than writing perfectly the first time Must be short and to the point follow style guides and writing manuals budget between 20 min 1 hr for most memos

Phase 1 Analysis Anticipation Adaptation

Phase 2 Research Organization Composition

Phase 3 Revision Proofreading Evaluation

Phase 1 Analysis Anticipation Adaptation

Phase 2 Research Organization Composition

Phase 3 Revision Proofreading Evaluation

Do I really need to write? What communication channel is best? Why am I writing? How will the reader react? How can I save my readers time?

Phase 1 Analysis Anticipation Adaptation

Phase 2 Research Organization Composition

Phase 3 Revision Proofreading Evaluation

Check files, gather documentation. Outline or list points to cover. Compose first draft; expect to revise.

Phase 1 Analysis Anticipation Adaptation

Phase 2 Research Organization Composition

Phase 3 Revision Proofreading Evaluation

Revise for clarity and conciseness. Proofread for correctness. Plan for feedback.

Paper-based messages Electronic messages

Business letters Interoffice memos
E-mail Instant messaging Text messaging Blogs Wikis

1.
2. 3. 4. 5. 6. 7.

8.
9.

Destination Format Audience Topic Tone Attachments Structure Delivery time Security

/Opening

Discussion/
Body

Conclusion/
Closing

GEORGE FREY / BLOOMBERG NEWS / LANDOV

Subject Line Introduction

 Subject Line
Summarize message clearly and concisely. Avoid meaningless one-word headings, such as "Help" or "Urgent. Focus + Topic

Introduction

Frontload main idea immediately. What you want and why you are writing Avoid reviewing background.

In the third of our series of quality control meetings this quarter, ID like to get together again to determine if improvements have been made.

Showing what readers want and why???

Discussion

Organize information and explanations logically. Cover just one topic. Use numbered and bulleted lists. Consider adding headings for visual impact. Make your writing reader friendly by using headings , boldface, white space , columns

Conclusion

End with action information, dates, and deadlines. Avoid overused expressions. Complimentary or directive closure Without closure readers response will be OK, but now what or ok, but so what?

If our quarterly sales continue to improve at this rate, we will double our sales expectations by 2000. Congratulations! Next Wednesday (12/22/00) Mr. Jones will provide each of you a timetable of events and a summary of accomplishments.

Audience Recognition is important High Tech or low audience Can use abbreviations/ acronyms For example CIA ( Central Intelligence Agency) or ( cash in advance) Use Informal and friendly tone

Top and Bottom Margins

On plain paper set 1-inch top and bottom margins. If desired, type the company name 1 inch from the top. A double-space below the company name, type heading Memo or Memorandum.

Side Margins and Spacing

Set left and right margins of 1.25 inches. Single-space the body.

Click icon for a sample document:

Subject line

Summarize the message content.

Expand the subject line by Opening stating the main idea concisely in a full sentence.

Body

Provide background data and explain the main idea. In describing a procedure or giving instructions, use command language (do this, don't do that). Request action, summarize the message, or present a closing thought.

Closing

Date: To: From: Subject:

May 1, 200x Department Managers Waldo Hightower Hiring

Faults: As summer approaches, we have been thinking about hiring new employees. This is to inform you that we have 1. Startsscheduled indirectlythree with an explanation instead of the main idea. employment interviewing sessions. Your 2. Does not provide helpful subject presence is required at theseline. sessions to help us avoid making poor selections. 3. Fails to develop reader benefits. 4. Sounds negative ("avoid making poor selections"; "your Please mark your calendar for the three times. The first presence required"; "should not have to urge you") meeting is May 3 in the conference room. The second 5. Fails to list dates for 9 improved meeting is May in Office readability. 22 (the conference room was 6. Does not include On end date scheduled). May 15for wereturning can finishlists. up in the conference room. In view of the fact that projects talented 7. Includes wordy phrases ("This is toyour inform you,"need "In view of the new team members, I should not have to urge you to fact that").
attend and be well prepared. Please examine all the candidates' rsums and send me your ranking lists.

Date: To: From: Subject:

May 1, 200x Department Managers Waldo Hightower Schedule for Employment Interviews

Improvements: 1. Includes subject line talented that accurately summarizes memo To help you find new team members for your topic. 2. Opens directlywe with main idea. the following three projects, have scheduled employment interviewing sessions: 3. Looks at subject from reader's perspective. 4. Eliminates wordy expressions. May 3 Conference Room 5. Lists dates in columns for improved readability. May 9 Office 22 6. Avoids negativity; positive tone throughout. May 15 achieves Conference Room 7. Concludes with end date and reason. Before the meetings, please examine all the candidates 8. Emphasizes reader's benefits.
rsums. Send me your ranking lists before May 1 so that we can work together to hire the top people you select.

Subject line

Summarize the request and note the action desired.

Begin with the request or a Opening brief statement introducing it.

Body

Closing

Provide background, justification, and details. If asking questions, list them in parallel form. Request action by a specific date. If possible, provide a reason. Express appreciation, if appropriate.

Subject line

Summarize the main information from your reply.

Start directly by responding to Opening the request with a summary statement.

Body

Provide additional information and details in a readable format.

Closing

Add a concluding remark, summary, offer of further assistance, or request for further action.

END