Microsoft Word Unit 1 Lesson 2 Business Memo

Microsoft Word Unit 1, Lesson 2 Business Memo Writing

What is a Memo? �Document for business communication �Specific information Persuade others to take action Give feedback on an issue React to a situation Inform about new information �Must have a purpose

Memo Format �Use MEMO template �Standard: Heading Message Tone Length

Heading �TO: (readers' names and job titles) (your name and job title) (complete and current date) (what the memo is about) �TO: Michael Jones, President Karen Parsons, Payroll September 15, 2011 Pay Discrepancy FROM: DATE: SUBJECT:

Message: Opening Statement �Reason for the memo (TO THE POINT!) Purpose: A scheduled meeting has been canceled “The union. Purpose: Announce a new policy meeting scheduled for Wednesday has “Starting July been 19, full-time employees can be cancelled. ” reimbursed for tuition. ” Purpose: State a problem/suggest a solution Purpose: A new employee is starting tomorrow “The TV in our cafeteria has not been working. ” “Starting tomorrow, Jane Smith will be joining our staff. ”

Message: Discussion �Give supportive details Just enough to solve problem Don’t ramble- KEEP IT SHORT Use a short list You maywill getneed reimbursement the following updocuments to $4, 000. 00 to be a year The TVyou hastake been repaired manytotimes. Our repair. You man when eligible for reimbursement: courses related your position. informs us that theor. TVbetter is defective needs must receive • Transcript a “C” for fulland reimbursement. replacement. • Copy of. Having bill a working TV will help relax us during our breaks.

Message: Closing �What action do you want? �Be courteous I would suggest that a new TV be purchased as soon as possible. Thank you for new yourprogram, attentionplease to thissee To take advantage of this matter. in glad the Business Office for reimbursementwith forms. IMary will be to discuss this recommendation you during our Tuesday trip to the spa. Thank you for your time.

Memo Formatting � 1” margins �All text is left aligned NO INDENTING paragraphs �Add extra line between paragraphs �Initial the memo next to your name

Memo Tips �Use a professional tone �Memos are usually less than a page �Write it as if it were a face to face meeting Use simple language Be to the point Use short sentences ▪ Less than 20 words �Take a single stand/opinion

Review

Sample Memos MEMORANDUM TO: Mr. Santa Claus, Director of Gift Giving MEMORANDUM FROM: Ivan T. Abike TO: Design Team #362 DATE: December 1, 2000 FROM: SUBJECT: W. B. Working CHANGE IN MOST RECENT ORDER DATE: May 27, 1997 MEMORANDUM Since my last letter on November 25, 2000, I have inventoried SUBJECT: Project Schedule my needs and discovered that I need to cancel my most recent Date: order and submit a new one. July 12, 1993 As a result of yesterday's meeting, I suggest we follow the To: All Planning Committee Members When I submitted my request for the four new Nintendo project schedule listed below. Remember, we must submit a From : games, I was unaware that my brother would no longer be Colleen Appleton, Committee Chair Proposal by noon on July 2. Re: Change of Schedule using his, and I didn't realize that our company's CEO would insist that divisions share surplus items with one another. Schedule Starting next week, planning committee meetings will be held This new request would certainly fulfill my current on Fridays at 3: 00 rather than Tuesdays at 1: 00. Task transportation needs and greatly reduce my travel time Completion Date between my home and my official duties. Divide research into groups June 6 Please make note of this change and adjust your schedule and compile information Can you put a "stop" on my previous order and submit my new accordingly. one for a model #5678 mountain bike, preferably with lightning stripes, for delivery on December 25, 2008? Review designs from Kate and Bill. June 11 Your attention to this matter will ensure my continued faith in Write Proposal June 23 you and will make my life much more efficient and pleasant.

Projects �Fix a bad memo �Write a Resignation Memo �Memo to Dr. Mateka

Microsoft Word Unit 1, Lesson 2 Business Memo Writing