BUSINESS COMMUNICATION ENGB 213 Unit 9 Memos Overview

BUSINESS COMMUNICATION ENGB 213 Unit 9 Memos

Overview Why memos? Structure Tone Using lists and bullets Memos – key points to remember

Why memos? Memorandum (plural memoranda), affectionately called a ‘memo’ is a written communication from one person to another (or a group of people) within the same organisation. Memos serve a variety of purposes:

Why memos? Just as letterheaded paper is used for letters, many organisations used pre-printed stationery for memos. Here are some examples:

Why memos? It is important that the memo headings show details of sender and recipient as well as reference and date. Courtesy titles (Mr/Mrs/Miss) are usually not included. If pre-printed memo forms are not used in your organisation, the following headings are suggested.

After these memo headings, continue in the usual fully-blocked style. When more than one topic is dealt with it is good practice to use numbered points and sub-headings. A memo will not include a salutation and complimentary close, but will usually be signed or initialled.

Why memos?

Structure The four-point plan for structuring all business documents should also be applied to memos.

Tone Memos are usually written in an informal style. Aim to put over your message as concisely as possible while still being courteous, clear, concise and correct. The major consideration in composing memos: Status of sender and recipient in the organisation The topic of the memo Try to adopt a tone that reflects these factors

Using lists and bullets Useful to set off important ideas. Items could be listed using numbers, letters or bullets. Why use lists? Help you organise thoughts and points Help focus reader’s attention on important points Help readers find key points Simplify detailed or complicated topics Simplify skimming process for busy readers Enhance visual impact

Memos – key points to remember 1. Make a plan first before writing memos. Group points in logical order. 2. Remember to use four-point plan 3. Use simple, clear language 4. Give memo appropriate subject heading 5. Adopt a tone that reflects status of sender and reader as well as the topic of memo. 6. Use a variety of presentation methods to enhance display. 7. Use list and bullets where appropriate 8. Do not include salutation or complimentary close. 9. Sign the memo in the usual way