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Memo Writing (Rules and Sample)

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25 views

Memo Writing (Rules and Sample)

Uploaded by

saphal.nover
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Memo Writing

A memorandum (commonly called a memo for short) is a written communication normally


reserved for internal messages at business and other organizations. They also provide a written
record of internal communications. Although memos are usually less formal than business
letters, they should be polite and they should communicate information clearly and accurately.
Letters and memos are two common formats for business communications. The general rule is to
use letter format when your audience is outside of your organization, and use memo format when
your audience is within your organization. However, often memos are used when communicating
with clients and other external parties that you work with frequently.

Memos are formatted differently from letters:

a) Omit the complimentary openings (Dear Mr. Adhikari:) and complimentary close
(Sincerely, Ram Sharma) that are included in a letter.
b) Omit the mailing and return address (because memos are typically internal- sent between
employees of the same company-no addresses are needed).
c) Label the memo “Memo”, “Memorandum” etc. at the top of the page.
d) If sending hardcopy, initial or sign the memo.

Main parts of a memo

1) Heading
a. Name of the organization
b. Initial heading-Memo
c. Subheadings
i. To
ii. From
iii. Date
iv. Subject
2) Body
3) No salutation or complimentary close
4) Signature
5) Name
6) Post
7) CC/Encl.(carbon copy/enclosure)

Template of a memo
Memorandum

To: [Audience]
From: [Person and/or Department issuing the memo]
Date: [Date Sent]
Subject: [Subject of the Memo]

[Opening – Get to the point in the opening paragraph. Keep things simple and short. Make
it easy and fast to read.]

[Summary – Provide enough background so all readers understand the history, but again, keep it
simple.]

[Conclusion – End with a call to action.]

CC: [Send copies to anyone affected by the memo.]


Attachments: [List any attachments to the memo. Only list items referred to in the body of
the memo.]

Sample of a memo

Memorandum
From: Management
To: Northwest Area Sales Staff
Date:- August 18, 2013
RE: New Monthly Reporting System

We’d like to quickly go over some of the changes in the new monthly sales reporting system that
we discussed at Monday’s special meeting. First of all, we'd once again like to stress that this
new system will save you a lot of time when reporting future sales. We understand that you have
concerns about the amount of time that will be initially required for inputting your client data.
Despite this initial effort, we are confident that you will all soon enjoy the benefits of this new
system.
Here is a look at the procedure you will need to follow to complete your area's client list:
1. Log on to the company web site at http://www.picklesandmore.com
2. Enter your user ID and password. These will be issued next week.
3. Once you have logged on, click on "New Client".
4. Enter the appropriate client information.
5. Repeat steps 3 and 4 until you have entered all of your clients.
6. Once this information has been entered, select "Place Order".
7. Choose the client from the drop down list "Clients".
8. Choose the products from the drop down list "Products".
9. Choose the shipping specifications from the drop down list "Shipping".
10. Click on the "Process Order" button.
As you can see, once you have entered the appropriate client information, processing orders will
require NO paperwork on your part.

Thank you all for your help in putting this new system into place.
Signature
Cc
a.
b.

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