memo writing

1. Advanced Technical Writing
Memorandums
Course: MBA-II
Subject: ECLS
Unit: 3

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

3. 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.

4. 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.

5. 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

6. Used for all kinds including
• Short note
• Exchange information
• Request information
• Instruct employees
• Report results
• Small reports
• Internal proposals

7. Memos’ Role
Play an important role in management:
• Keeps employees informed
• Motivates employees
• Keeps their moral high

8. To achieve this goal
Memos Should Convey the
message in a clear and accurate
way

9. Memo Format
I. Heading
II. Opening
III. Discussion
IV. Closing
V. Summary

10. 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)

11. From Line
It is a good idea to initial your name in handwriting.
CC: (others who are involved)
BCC: ( not directly involved)

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

13. Three parts:
1. The context and problem
2. The specific assignment or task
3. The purpose of the memo.

14. 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.

15. 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...."

16. 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?

17. 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).

18. 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.

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

20. E-Mail Memo
Date: -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 sections
Thanks & Regards,
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
HR Department | Gujarat University, Ahmedabad, Gujar

21. Are you ready to do your next assignment
?
☻ I hope so

22. In which you will answer the following
questions:
What is the problem?
Why is it serious?
Actions to be taken against defaulters?

23. • 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