2. PRINCIPLES AND FUNDAMENTALS
BUSINESS MEMOS
Business memo is a formal written message, written in a
conventional form for someone within the organisation to
meet a specific need.
It is a form of dialogue, where the writer wants to say
something and expects a response to the message.
Business memos serve many purposes:
Describe problems.
Request for information or additional resources.
Contain proposals or requests for proposals
3.
Explain policy statements
Contain office instructions or guidelines
Persuade the reader to take action
Invite the reader to business meetings/conferences
Give feedback, suggestions, or recommendations.
Seek explanations or clarifications
Be just polite reminders
Business memos also help members of the organisation
communicate without the need for time-consuming oral
discussions, meetings, and conferences.
Downward memos are used to communicate to the
subordinates in the hierarchy of the organisation:
Convey routine information
Discuss matters relating to personnel practices
4.
Seek explanations or clarifications
Send feedback
Give instructions
Upward memos are sent by subordinates to their superiors.
Horizontal memos are sent to peer groups or to people who
are hierarchically equivalent in the organisation.
LETTERS VERSUS MEMOS
A business memo differs from a business letter in sveral
important ways:
Unlike letters, which are used as a means to reach out to people
outside an organisation, memos are used to send information
inside an organisation
5.
A memo is written in s specific format, which means different
from the letter format
Memos are less formal than letters
Memos are less structured than letters
The tone of memo is more conversational than that of a letter
Memos contain less background explanation and information
than letters
CHARACTERISTICS OF EFFECTIVE MEMOS
Clarity
Conciseness
Unity of Theme
Informal tone
6. FORM AND STRUCTURE
Heading – include four elements:
Date
Recipient’s name and designation
Sender’s name and designation
Subject
Date: (complete and current)
To: (name and designation of the recipient)
From: (name and designation of the sender)
Subject: (topic of the memo)
7. EXAMPLE OF MEMO
OPENING
Opening segment mentions central idea
Example:-I am happy to report that our new product “ACT
Energiser 2”, launched in January this year, has been highly
successful in the first six months of its launch. I am sending
you the sales report for the last six months.
BODY
Contains the message of the memo
8.
It describes, explains, and discusses the central idea of the
memo, and include all details that support the sender’s
ideas.
Appropriate graphic techniques and non-verbal data may be
used in order to highlight the main parts of the memo.
CLOSING
Close with courteous ending, stating what action the reader
is required to take.
The sender can tell the readers how they will benefit from
the desired actions.
If a problem is being discussed in the memo, it may be
closed by assuming up analysis of the problem and key
recommendations.
9.
Example:-Please send your recommendations to me by
March 5, 2005 so that we are able to complete the project by
the end of April, 2005.
OPTIONAL ELEMENTS
References
Attachments
Distribution lists
10. WRITING STRATEGIES
Step 1 – analyse the problem and purpose
Step 2 – determine the needs of the reader
Step 3 – determine the scope of your message
Step 4 – organise your message
Step 5 – write the first draft
11. Step 6 – revise, review, edit
Step 7 – write the final draft
