Unit 9 Internal Business Communication Writing Memos Circulars

Unit 9 Internal Business Communication – Writing Memos, Circulars and Notices Unit 9 Business Communication

Unit Outline 1. What is a Memo? 2. Principles of Precis Writing 3. Components and Format of a Memo 4. Language of a Memo 5. Writing Circulars 6. Writing Notices Unit 9 Business Communication

What is a Memo? �Tool for internal communication �Condensed report �Informal and brief �Similar to precis Unit 9 Business Communication

Principles of Precis Writing Three “C’s” 1. Condensation 2. Comprehension 3. Coverage Include � Main theme – topic � Components – main ideas � Elements – key words Unit 9 Business Communication

Components and Format of a Memo Main parts � Header – “ To, From, Date and Subject” � Body - main text � Close - call for action � “cc” - optional Format 1. Direct organizational plan – informational memo 2. Indirect organizational plan – persuasive memo Unit 9 Business Communication

Guidelines for Writing a Memo �Be brief �Use active voice �Choose simple language �Do not give too many reasons �Ask for action Unit 9 Business Communication

Circulars �Tool for internal communication �Announcement to small groups �Brief and concise �Informal �Caption to indicate purpose Unit 9 Business Communication

Notices �Tool for internal written communication �Addressed to large groups �Legal and official �Precise and clear �Similar to memo �May be sent to individuals – e. g. , “Show Cause Notice” Unit 9 Business Communication