Writing an Effective Memo

Advantages of a Memo1. The same message is communicated accurately to many people at the same time.2. It takes little time to construct because it is informal yet provides a written record for filing and reference. 3. It allows the writer to convey detailed or difficult information logically and accurately.4. It can indicate, by a company letterhead, that it is an internal piece of communication and part of company procedures.

Format of Memos• The receiver’s name (and job title, if appropriate)• The sender’s name (and job title, if appropriate)• The date• The subject matter

Example of Memo

To:

From:

Date:

Subject: Installation of Air-conditioning Units

In response to your department’s request to improve the air-conditioning in your department, I am pleased to inform you that work will soon commence to put up two new units. However, the technicians are only free to install them next week, 13th April, between 3p.m. and 4p.m. Please inform your staff of this and I apologize for any inconvenience.

To:

From:

Subject: Move to new premises in….

Date:

Please check that following and get back to me by 10th October, 12 noon

1. Do the interior designers know that we should move into the new premises before 28th April, and will they finish their job before that date?

2. Has the logistic company sent the quotation?

3. Have you informed those involved in helping to move the furniture?4. Will all the computers be able to function and be internet-ready by 29th April? Check with

the IT managers.5. Is additional insurance needed for moving to the new premises? Check with our insurers.