25
MEMORANDUMS

MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

Embed Size (px)

Citation preview

Page 1: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

MEMORANDUMS

Page 2: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

Why are memorandums needed?

• Request information• Request and confirm appointments• Reply to someone else’s request• Transmit materials• Acknowledge receipt of materials• Report information on sales, progress, schedules,

assignments, and so on• Clarify a procedure, solve a problem, make a

suggestion, and so on.

Page 3: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

The structure to begin a memoMEMO • From: (person or group sending the memo) • To: (person or group to whom the memo is addressed) • RE: (the subject of the memo, this should be in bold) • The term "memorandum" can be used instead of "memo". • A memo is generally is not as formal as a written letter. However, it is certainly

not as informal as a personal letter. • The tone of a memo is generally friendly as it is a communication between

colleagues. • Keep the memo concise and to the point. • If necessary, introduce the reason for the memo with a short paragraph. • Use bullet points to explain the most important steps in a process. • Use a short thank you to finish the memo. This need not be as formal as in a

written letter.

Page 4: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

The examples of ways to begin a memo:

• I am writing to inform you of ......• In response to your request, I am writing to

provide you with recommendations on.....• The purpose of this memo is to.....• This memo provides information about......

Page 5: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

Memorandums parts

• Letterhead• Heading• Message

Page 6: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

ORGANIZING OF MEMOS

• The direct plan for routine memosBegin: theresa, will you please schedule…Provide details: …Tom called this morning … he wants to see…Close : Please be sure to…..

Page 7: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

• The indirect plan for persuasive memos- use an attention-getting opening- make factual statements- present your request- specify the action

Page 8: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

• The indirect plan for bad-news memos- use a neutral opening statement- state the reasons for the bad news (but not the bad news itself) positively, tactfully and cousteously- State the bad news- suggest alternatives, if any- close with a goodwill statement.

Page 9: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

SPECIAL MEMOS

Page 10: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

• Special memos are not routine, ordinary, or common. Example: informational memorandums, analytical memorandums, recommendation memorandums, and report (or progress report) memorandums.

Page 11: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

Compared with routine memos

The special memos:a. Tend to be longerb. Deal with more complex and more important

issuesc. Deserve a higher degree of formalityd. Receive more executive attentione. Are subject to greater scrutiny and criticism

because of their importance.

Page 12: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

1. Informational memorandums

• Presents fact or data on a single topic.• This special-purpose memorandum differs

from the routine memorandum only in complexity and length.

• Informational memorandums use a direct approach: begin by topics, then organize the ideas logically, and provide the necessary details under each idea.

Page 13: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

2. Analytical Memorandums

• Defines the problem for the readers, indicates the means by which the writer gathered and analyzed the data, shows the reader how the writer arrived at conclusions, and presents recommendations based on the conclusions drawn.

Page 14: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

The organizational of AM

1. describe the problem analyzed or the task assigned

2. Explain the procedures used for gathering the data

3. State your conclusion and give full supporting details.

4. Include relevant issues if any.

Page 15: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

3. Recommendation Memorandums

• Are used to suggest new ideas designed to streamline procedures, institute new product, lower operating costs, increase efficiency, or improve the company operations in some other way.

• First step: summarize the recommendation in the opening paragraph.

Page 16: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

Organize the RM

1. Explain in detail the circumstances that prompted your recommendation.

2. Outline specifically all aspects of your recommendation. Be sure to include suggestion for implementing your ideas and any costs that may be incurred.

3. Show how the company will benefit from adopting your recommendation

4. Offer to answer any questions or supply additional information, if necessary.

Page 17: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

4. Progress Report Memorandums

• Provide an update on projects presently under way.

• To furnish management with information regarding the status of a long-term activity.

• To cover the developments and advancements made on a particular project for a specified period.

Page 18: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

An outline for PRM

1. Identify the project by name, and briefly describe its objectives.

2. Summarize the progress reported in previous memorandums

3. Provide a detailed presentations of activities, accomplishments, and setback for the specific period covered by the program report memorandum. Use presentations by topic method or chronological presentations method.

4. Project future progress in terms of a completion timeline.

Page 19: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

VISUAL TECHNIQUES

FOR SPECIAL MEMOS

Page 20: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

DISPLAY LISTS

Lists help to display information, ideas or statistics. There are often usually:1. Numbered or bulleted2. Treated as individual line or paragraph3. Indented from the left margin (sometimes

from the right margin too)4. Separated by extra line space

Page 21: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

TABLE, CHARTS, AND GRAPHS

They are tools of simplification, make it easy the writer to present statistical data and they make it easy for the reader to grasp the general picture and find specific statistics.

When the table is much longer, separate it form the res of the memo. Prepare on a page by itself (or on several pages) and then provede a cross-reference in your memo, such as: “see the table on page ….”.

Be sure that you write clear, complete, and accurate : titles, headings, and source notes.

Page 22: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

TITLES

• Write concise titles, using clipped phrases that “tell the story”. Be sure to identify what you are providing, for which company or division or product or region, for which time period, and so on.

• Example:ESTIMATED FIVE YEARS SALES REVENUE

COMSUMER PRODUCTS DIVISION2004-2009

Page 23: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

• If the memo has several tables or chart:Table 1

SALES REVENUE, CONSUMER PRODUCTS DIVISION2008 AND 2009 COMPARED

Or:Table 1. SALES REVENUE, CONSUMER PRODUCTS

DIVISION, 2008 AND 2009 COMPARED

Page 24: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

HEADINGS

• Column heading must be accurate, complete and clear.

District 2008 Sales (Rp) 2009 Sales (Rp)Increase/Decrease

(%)Central 100.000.000 110.000.000 10

Page 25: MEMORANDUMS. Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge

SOURCE NOTE

Source notes will help readers find the information (if they should want to) and will add credibility to your memo.

Example:Source: 2008 Indonesian central statistical report.