Memo Writing Meaning Advantages Format What is a

Memo Writing Meaning, Advantages, &Format

What is a Memo? Meaning & Characteristics Memos are inter house correspondence. ¢ It is the most common form of internal communication. ¢ Approximately 90%of the writing done by businessmen is in the form of letters or memos. ¢

Advantages of Memoranda ¢ ¢ ¢ Memoranda provide written record i. e. they can be filed for future reference and remind the specifications of the message. Memoranda is suitable communication tool for complex message. A memo can reach many people simultaneously, so saving time and energy.

FORMAT OF MEMOS ¢ Memorandum 1. Heading 2. Body have two parts:

Headings It is divided into four further parts: 1. TO 2. From 3. Date 4. Subject

What is “TO”? ¢ ¢ “To” means the receiver of the memo. You may use courtesy title, depending upon your relationship with (subordinate/superior) the receiver of the memo but normally they are not included.

What is “From”? This means the sender of the memo. ¢ If the full name of the sender is given than normally the memo is signed only with the initials of the sender’s name. ¢

Date The date is written in the standard way that is 10 September 2004.

Subject ¢ The subject line should not be too long or too short. ¢ But it should be such that the general idea of the memo reflects through it.

The Significance of memo to the Writer. In large organizations the impression you make on your co-workers is determined mostly by the memos you write.

Purposes of Memos ¢ Requesting information ¢ Giving instructions ¢ Transmittals ¢ Making Announcements ¢ Authorization

Planning a Memo ¢ The five planning steps that are common to all effective business messages are used to plan memos: Identify the purpose. ¢ Analyze your audience. ¢ Choose your ideas. ¢ Organize your message. ¢ Use a suitable tone. ¢

AIDA ¢ This is a formula for making your message effective. ¢ Attention ¢ Interest ¢ Desire ¢ Action

Checklist for Planning Memo ¢ Determine your objectives. Why are you writing? ¢ Consider your audience. To whom you are writing? ¢ Select your main ideas. What do you especially want the readers to remember?