Memos Mrs Metcalfe Computer Applications What is a
- Slides: 10
Memos Mrs. Metcalfe Computer Applications
What is a Memo? o Memo is short for __________. o A memo is a business document that is used to correspond internally within an organization n Usually about daily operations o In today’s business, employees write memos more than letters.
How are memos different than letters? o Reader or audience n Memo - within the _______organization n Letter -outside the organization o Format n Memo - simple and direct o Tone and language n Memo - Less formal and more conversational voice n Letter – Very formal
Reasons Memos are Written o Communicate basic information like date and time of meetings, etc… o To get someone to do something o _________readers of specific or important information o Clarify procedures o Solve a problem o Make a _______
What makes up a memo? o Letterhead n Name and logo n No address or phone number n Optional o Heading n Title = Memo/Memorandum n Then use the guidewords n (_____, From, Date, Subject) o Message n The body of the memo n Reason for writing the memo
Guidewords o TO: n Identifies the receiver o FROM: n Identifies the writer o DATE: n Spell out the date o _________: n Identifies the topic in a concise and specific phrases
Creating a Memo o o Change Style to No Spacing Font should be Times New Roman, 12 point Set a 1 inch left and right margin Set a 2 inch top margin (or hit enter six times) On line 7, center and bold the word “MEMORANDUM” Hit enter 4 times(left align) , key “TO: ” press tab, and key the name of the receiver Space down 2 lines after the last name (TO: ), key FROM: , hit tab and key your name (or the name of the person that you are typing the message for) Space down 2 lines, key DATE: , hit tab and key the date Space down 2 lines, key SUBJECT: , hit tab and key in what the subject is. Subject must be keyed in all caps. Space down 3 lines, and at the left margin begin keying the message in block format n n o Single space in paragraphs Double space between paragraphs Use a black or blue pen to initial the printed copy next to your name to show that you have reviewed the memo OR you can use a template in Microsoft Word
REMEMBER • Key all headings in ______(TO, FROM, DATE, SUBJECT) and follow each with a _________(: ) • __________Line is keyed in all caps • Tab over to _______text in headings • Double Space between heading parts
Traits of Memo o Clear o Direct o Check Spelling, Grammar, and Accuracy o Always Proofread o Don’t ________ Body Paragraphs
Memo Assessment Directions: Answer the following questions below in Microsoft Word. Write the question and the answer. Print your document when you are finished and turn into your period’s box. 1. Memo is the abbreviation for what word? 2. Name two differences between a memo and a formal letter. 3. What are the four guidewords in the heading of a memo? 4. Explain the spacing requirements in the body of a memo. 5. After printing, why must you use a pen to initial the memo by your name?
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