BUSINESS ENGLISHBUSINESS ENGLISH

MemorandumsMemorandums

Purpose of a memo :Purpose of a memo :

A memo is meant to inform , to persuade , A memo is meant to inform , to persuade , and above all to communicate to satisfy the and above all to communicate to satisfy the reader’s needs and the writer’s purpose. reader’s needs and the writer’s purpose. Unless these goals are met , the memo Unless these goals are met , the memo fails as a method of communication.fails as a method of communication.

When to send a memo :When to send a memo :

In general the following situations call for a In general the following situations call for a memo as the most effective means of memo as the most effective means of communication.communication.

When you need to reach many people with When you need to reach many people with the same message.the same message.

When you have regular reports to send to the When you have regular reports to send to the same people.same people.

When you want to summarize or emphasize When you want to summarize or emphasize information that can be useful to your readers.information that can be useful to your readers.

When you wish to send personal messages to When you wish to send personal messages to individuals or groups.individuals or groups.

When you want to stimulate thinking or action When you want to stimulate thinking or action in individuals or groups. in individuals or groups.

Approach to memo writing :Approach to memo writing :

An old approach to memo writing is that you An old approach to memo writing is that you spend a great deal of time agonizing over spend a great deal of time agonizing over how to start , what to say , and how to say how to start , what to say , and how to say it.it.

Three steps in memo writing :Three steps in memo writing :

The new approach to memo writing involves The new approach to memo writing involves learning key strategies that can help you learning key strategies that can help you write effective memos quickly, without loss write effective memos quickly, without loss of meaning or impact.of meaning or impact.

Preparation – determining the purpose, Preparation – determining the purpose, topic , and reader’s needs the memo topic , and reader’s needs the memo serves.serves.

Writing – organising and writing.Writing – organising and writing. Review – revising and checking the memo.Review – revising and checking the memo.

Various ways to send memos :Various ways to send memos :

Memos may be put on a notice board for Memos may be put on a notice board for everyone to see.everyone to see.

They can also be circulated in internal mail.They can also be circulated in internal mail. They can also be posted on the internal They can also be posted on the internal

email i.e. the intranet.email i.e. the intranet.

Length Length

Memos can be short or long.Memos can be short or long. They can deal with a number of They can deal with a number of

different points but these should be different points but these should be connected to the same topic.connected to the same topic.

For example , a single memo which For example , a single memo which tried to deal with canteen facilities, tried to deal with canteen facilities, punctuality , and a new accounting punctuality , and a new accounting system might confuse its readers.system might confuse its readers.

It would be better to write separate It would be better to write separate memos for each topic.memos for each topic.

Memo FormatMemo Format

The elements of a memo are divided into three The elements of a memo are divided into three categories :categories :

1.1. Introductory linesIntroductory lines

2.2. Closing linesClosing lines

3.3. Optional lines for references and attachmentsOptional lines for references and attachments

These lines ensure that any one looking at the These lines ensure that any one looking at the memo will know who sent it , who the principal memo will know who sent it , who the principal recipient is, the date the memo was written, its recipient is, the date the memo was written, its subject matter, who wrote and typed the memo, subject matter, who wrote and typed the memo, who receives copies and what attachments who receives copies and what attachments accompany the memo.accompany the memo.

Introductory linesIntroductory lines

Each memo has six headings at the top of the Each memo has six headings at the top of the first page :first page :

1.1. Company name and address, usually Company name and address, usually contained in the letterheadcontained in the letterhead

2.2. The word The word memomemo or or memorandum memorandum centered centered under the letterhead to distinguish it from under the letterhead to distinguish it from other types of messages.other types of messages.

3.3. The word to followed by a colon and the The word to followed by a colon and the name of the person or group receiving the name of the person or group receiving the memo. E.g. memo. E.g. To: Manager, Sales, To: All To: Manager, Sales, To: All part time employees, To: Benjamin Parsi, part time employees, To: Benjamin Parsi, Vice President.Vice President.

Introductory lines conti…Introductory lines conti…

4.4. The word The word From From followed by a colon and followed by a colon and the sender’s name and professional title.the sender’s name and professional title.

5.5. The word The word Date Date followed by a colon and followed by a colon and the day, month, and year. All memos the day, month, and year. All memos must be dated. This gives sender and must be dated. This gives sender and receiver a record of their correspondence.receiver a record of their correspondence.

6.6. The word The word SubjectSubject followed by a colon followed by a colon and a line indicating the topic of the and a line indicating the topic of the memo. The subject line should be as memo. The subject line should be as concise and specific as possible to catch concise and specific as possible to catch your reader’s interest. E.g. your reader’s interest. E.g. Subject : Subject : Changes in Medical BenefitsChanges in Medical Benefits

Closing linesClosing lines

Unlike business letters, memos are not Unlike business letters, memos are not signed by the sender.signed by the sender.

Instead , the initials (in capitals) of the Instead , the initials (in capitals) of the writer followed by a colon and the initials writer followed by a colon and the initials (small letters) of the person who typed or (small letters) of the person who typed or prepared the memo appear two spaces prepared the memo appear two spaces below the last line of the memo. E.g. below the last line of the memo. E.g. SR:tskSR:tsk

The “cc” line appears two spaces below the The “cc” line appears two spaces below the sender’s initials. E.g. cc : Paul Shermansender’s initials. E.g. cc : Paul Sherman

Optional linesOptional lines

Optional lines include references to other Optional lines include references to other documents and a list of attachments. You can documents and a list of attachments. You can place these lines either at the top of the memo place these lines either at the top of the memo before the subject or at the end of the memo before the subject or at the end of the memo following the initials or copies line.following the initials or copies line.

For e.g. For e.g.

To : Alvin Koria , Product ManagerTo : Alvin Koria , Product Manager

From : Wallace Fuller , Corporate Secretary From : Wallace Fuller , Corporate Secretary

Date : June 14, 2008Date : June 14, 2008

Reference : Contract #315 Reference : Contract #315

Josephson & Associate, Inc.Josephson & Associate, Inc.

Subject : Subject : Final Amendments to Josephson Final Amendments to Josephson ContractContract

Writing Strategy : use shorter, more varied sentencesWriting Strategy : use shorter, more varied sentences

Include only one or two ideas in each sentenceInclude only one or two ideas in each sentence

For e.g. instead of ,For e.g. instead of ,

The new air express delivery service should The new air express delivery service should speed up our overnight mailings and give us speed up our overnight mailings and give us an advantage over the competition in serving an advantage over the competition in serving East Coast markets, which are starting to East Coast markets, which are starting to become more competitive….become more competitive….

Say,Say,

The new air express delivery service will speed The new air express delivery service will speed up our overnight mailings. Faster service up our overnight mailings. Faster service should give us an advantage over the should give us an advantage over the competition in serving our East Coast competition in serving our East Coast markets.markets.

Conti….Conti….

Watch for connecting and linking words to split Watch for connecting and linking words to split or combine sentences.or combine sentences.

Words like and, but, which, while, although, Words like and, but, which, while, although, and however often indicate a natural break and however often indicate a natural break between sentences.between sentences.

Look for them in your writing when you are Look for them in your writing when you are dividing long sentences into shorter ones.dividing long sentences into shorter ones.

For e.g. instead of, For e.g. instead of,

The National Toy Manufacturers project is The National Toy Manufacturers project is going well. I’ve made an appointment to see going well. I’ve made an appointment to see Grace Peters about working with us on the Grace Peters about working with us on the marketing survey, and Henry Iona told me marketing survey, and Henry Iona told me yesterday he would be willing to pay for part yesterday he would be willing to pay for part of the research.of the research.

Say, Say, The National Toy Manufacturers project The National Toy Manufacturers project is going well. I’ve made an appointment to is going well. I’ve made an appointment to see Grace Peters about working with us on see Grace Peters about working with us on the marketing survey. Yesterday, …..the marketing survey. Yesterday, …..

Conti…Conti…

Vary sentence construction. When sentences Vary sentence construction. When sentences are all the same type, the message appears are all the same type, the message appears emotionally cold and monotonous.emotionally cold and monotonous.

For e.g. For e.g. We attended the housewares show in We attended the housewares show in Rockford on May 12 and 13. Over 120 dealers Rockford on May 12 and 13. Over 120 dealers displayed their products and gave displayed their products and gave demonstrations. We talked with two kitchen demonstrations. We talked with two kitchen ware dealers interested in our packaging ware dealers interested in our packaging ideas. I will follow up these leads when I ideas. I will follow up these leads when I return to the office on Monday.return to the office on Monday.

Can be changed to : Can be changed to : On May 12 and 13 we On May 12 and 13 we attended the housewares show in Rockford. attended the housewares show in Rockford. Over 120 dealers displayed their products Over 120 dealers displayed their products and gave demonstrations. We talked with two and gave demonstrations. We talked with two kitchen ware dealers who seemed interested kitchen ware dealers who seemed interested in our packaging ideas. When I return to the in our packaging ideas. When I return to the office on Monday, I’ll follow up these leads.office on Monday, I’ll follow up these leads.

The closingThe closing

The closing sentence or paragraph in your The closing sentence or paragraph in your memo lets your reader know what memo lets your reader know what response you want. Do you need a response you want. Do you need a decision, recommendation, opinion, action, decision, recommendation, opinion, action, compliance, agreement, change in compliance, agreement, change in behavior?behavior?

The closing can be a simple sentence like The closing can be a simple sentence like ““Let me know when we can discuss the Let me know when we can discuss the diet drink campaigndiet drink campaign” or a paragraph ” or a paragraph outlining information you need.outlining information you need.

The nature of your closing will depend on The nature of your closing will depend on your purpose for writing the memo.your purpose for writing the memo.