Writing a Memo

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Writing a Memo

• Practical Skills for Work and Study
• Secondary 6

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Introduction

• You are going to learn the following things about
  memos (memorandum)
• The purpose
• The format
• The organization
• The language

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Memo The Basics

• To communicate with people who work in the same
  organization internal communication
• Greeting (e.g. Dear Mr.XXX) and complimentary
  close (e.g. Yours faithfully) are omitted
• Less formal language

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Memo The Purpose

• To inform
• Policies
• Meetings
• Updates
• To request action
• Follow-ups
• To build up goodwill

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Memos The Format

• Letterhead
• Name of the organization (e.g. School of English
  for Business)
• Memorandum / Memo
• Receiver
• To
• Name , Position
• E.g. Mr. Kingswick, Course Coordinator

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Memo The Format

• Sender
• From
• Name , Position
• Date
• Reference no. / Filing Index
• For documentation / filing
• Initials of the sender / Date
• E.g. BC/19/11/89 (Written by Barnsby Campbell on
  19 November 1989)
• Easy reference when writing a reply
• Subject
• Mainly noun phrases
• E.g. Lesson Plans for 28 November lecture

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Memo The Organization

• Simple ideas keep everything in one paragraph
• Complicated ideas
• Organized in logical order
• Introduction the aim of writing the memo
• I am writing here to draw your attention to
• With reference to, I would like to
• Body explain the ideas in details
• Conclusion sum up the ideas ask for actions
• Please finish this no later than
• Would you please?

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Memo The Language

• Straightforward concise
• Use the active voice
• Write in 1st person
• I cannot accept your proposal
• Use action verbs instead of phrases
• X OK We made a payment of 15,000
• OK We paid 15,000.

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Memo The Language

• Avoid too much transitional phrases
• in view of / in spite of / in event of
• X OK In view of the likelihood (possibility)
  that the local market
• OK Since the local market is likely to

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Exercise Task 2

• Make the sentences more straightforward so that
  they can be used in the memo
• We have come to the decision that it is not
  possible for our company to accept the offer.
• We have decided that our company cannot accept
  the offer.

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Exercise Task 2

• In view of the fact that we will lose a big
  contract next year, we have to cut expenses.
• Since we will lose a big contract next year, we
  have to cut expenses.
• We find the quality of the samples to our
  satisfaction but the design will have to be
  changed.
• We find the quality of the samples satisfactory
  but the design will have to be changed.

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Memos Ways to Make Reading Easier

• Underlining
• Underline the keywords to attract attention
• Specific details are important (e.g. reminder of
  a meeting)
• e.g. All members should arrive at Central
  Station before 900 am to make
  arrangements.
• All members People who are members should
  follow this instruction
• Central Station The specific location
• before 900am Be punctual

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Memos Ways to Make Reading Easier

• Numbering
• Number the paragraphs or points
• To show the steps (usually instructions)
• Sample (Task 3)
• Tabulating
• Presenting statistics and figures
• Placed in the middle
• Sample (Page 5)

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Exercise Task 3

• Underline the keywords in each instruction
• Take / seriously
• Move / at once
• Dont / retrieve belongings
• Report / foremen

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Memos Assignments

• Assignment 3
• Mr. J. Mendels, the Personnel Manager of
  International Trading Company Ltd. has to issue a
  memo to all the staff to clarify the granting of
  annual leave in the coming year. He has jotted
  down some notes in his note book. You are his
  secretary. Write out the memo in his name, using
  both numbering and tabulating to facilitate
  reading. Use JM/15/12/94 as the filing index.
• Marking scheme
• 27 marks
• Content?? / Language 3 marks / Presentation 3
  marks

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