Memo
MEMO
Definition:
A memo is an internal document that is generally short, focuses on a
single topic , reports information, makes a request, or recommends action.
It follows specific forms, depending on the organization.
Before writing, consider:
• Who will read the memo
• Why the memo is being written
• The tone and language
Certain words convey the tone of a memo (for example, negative,
positive, conciliatory, assertive, motivational, friendly, etc.). In
addition, the choice of language depends on the reader (coworker,
superior, or subordinate) and the objective.
Purpose of a Memo
A memo is used as a written reminder or
to convey a short proposal or some basic information
Heading of memo:
To: Santa’s Elves
From: Santa Claus
Date: 30 September 2001
Subject: Meeting to discuss shortage of toy parts
Note: To prevent confusion, a memo should address only one subject. The
subject-line title should be accurate and complete.
Body of memo:
A memo should contain three parts:
1. For the introduction, start with one clear sentence that states the
subject and provides a summary of the topic.
2. The middle may contain several sentences of explanation.
3. The ending makes a request or a recommendation
Format:
Follow the guidelines of your particular company, university, etc.
These guidelines should include:
• Heading (To, From, Date, Subject)
Most memos now use this form for the date: 17 December 2002
• Names – follow guidelines for your institution
Example: A.B. Jones or Alexander Buckson Jones
• Position or title – include if your organization requires it.
• If copies should go to more people, put “cc:” with the names at the
bottom of the memo.
Electronic Memo (e-mail):
E-mail memos serve the same purpose as paper memos but are easier to
create and store, as well as faster to distribute.
Example Memo:
To: Santa’s Elves
From: Santa Claus
Date: 30 September 2001
Subject: Meeting to discuss shortage of toy parts
I am calling a meeting at 3 p.m. tomorrow to discuss the shortage of toy
parts for the upcoming holiday season. Some of you have already
mentioned that various widgets and snippets are hard to obtain from the
usual sources. If we cannot obtain these items soon, we will have to find
new suppliers in order to meet our holiday deadline. We do not want to
disappoint any children.
Please bring a list of the parts in short supply to the meeting so that we
can determine what to do next. If you have any additional suggestions, be
sure to contact me or Mrs. Claus.
Cc: Mrs. S. Claus
Heading of memo:
To: Santa’s Elves
From: Santa Claus
Date: 30 September 2001
Subject: Meeting to discuss shortage of toy parts
Note: To prevent confusion, a memo should address only one subject. The
subject-line title should be accurate and complete.
Body of memo:
A memo should contain three parts:
1. For the introduction, start with one clear sentence that states the
subject and provides a summary of the topic.
2. The middle may contain several sentences of explanation.
3. The ending makes a request or a recommendation
Format:
Follow the guidelines of your particular company, university, etc.
These guidelines should include:
• Heading (To, From, Date, Subject)
Most memos now use this form for the date: 17 December 2002
• Names – follow guidelines for your institution
Example: A.B. Jones or Alexander Buckson Jones
• Position or title – include if your organization requires it.
• If copies should go to more people, put “cc:” with the names at the
bottom of the memo.
Electronic Memo (e-mail):
E-mail memos serve the same purpose as paper memos but are easier to
create and store, as well as faster to distribute.
Example Memo:
To: Santa’s Elves
From: Santa Claus
Date: 30 September 2001
Subject: Meeting to discuss shortage of toy parts
I am calling a meeting at 3 p.m. tomorrow to discuss the shortage of toy
parts for the upcoming holiday season. Some of you have already
mentioned that various widgets and snippets are hard to obtain from the
usual sources. If we cannot obtain these items soon, we will have to find
new suppliers in order to meet our holiday deadline. We do not want to
disappoint any children.
Please bring a list of the parts in short supply to the meeting so that we
can determine what to do next. If you have any additional suggestions, be
sure to contact me or Mrs. Claus.
Cc: Mrs. S. Claus
Komentar