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LESSON 7: INTRODUCTION TO MEMOS

Aims and objectives

- Understand how to write a memo .

- Distinguish the differences between a memo and a letter.

- Use the language in a memo appropriately.

I. DEFINITION

Memo writing is something of an art form. A letter is not a memo, nor is a memo
a letter. A memo is a short, to the point communication conveying your thoughts,
reactions or opinion on something. A memo can call people to action or
broadcast a bit of timely news.

With memo writing, shorter is better.

As with all writing, memo writing needs a structure. Because they are short,
rambling meanderings will soon destroy the memo’s effectiveness and become a
waste of productive time to those that read it and to the person who wrote it.

If you have something longer than a page, it’s better to send it as an attachment
or a document that follows the memo used as a cover letter. Never make a memo
too long. If someone takes a glance at a memo that appears to be too long, there’s
a good chance it will be set aside for a time when they aren’t busy. This can
defeat your memo’s purpose which is timely communication.

A memo is:

 a hard-copy (sent on paper) document

 used for communicating inside an organisation

 usually short

 contains To, From, Date, Subject Headings and Message sections

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 does not need to be signed, but sometimes has the sender's name at the
bottom to be more friendly, or the sender's full name to be more formal. If in doubt,
follow your company style.

The basic function of a memo is to solve a specific problem by making the reader
aware of specific information. A memo can be written to persuade others to take
action or give specific feedback on a particular matter. When written properly,
memos can be very effective in connecting the concern or issue of the writer with
the best interests of the reader.

Memos are useful in situations where e-mails or text messages are not suitable.
For example, if you are sending an object, such as a book or a paper that needs to
be signed, through internal office mail, you can use a memo as a covering note to
explain what the receiver should do.

The memo is an important form of professional communication -- a sort of

internal (within the organization) business letter. Memos are often brief (or they
are supposed to be) and tend to be formal but can also be somewhat flexible in
format depending on the organization and purpose.

Memos are usually sent within an organization and so conform to internal

expectations rather than fit a universal standard for memo format. Often these are
prepared to not only inform but also serve as a record of action so it may be filed
permanently and/or disseminated widely even if addressed to only a few key
people who are actually involved in the topic.

II. HOW TO WRITE A MEMO

Sample memo

MEMO
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To: Katherine Chu, Regional Manager

From: Stephen Yu, Sales

Subject: Notification of Resignation

Date: 25 December 2012

I am writing to inform you of my intention to resign from G & S Holdings.

I have appreciated very much my four years working for the company. The
training has been excellent and I have gained valuable experience working
within an efficient and professional team environment. In particular, I have
appreciated your personal guidance during these first years of my career.

I feel now that it is time to further develop my knowledge and skills base in a
different environment.

I would like to leave, if possible, in a month's time on Saturday, 26 January. This

will allow me to complete my current workload. I hope that this suggested
arrangement is acceptable to the company.

Once again, thank you for your support.

Memos should have the following sections and content:

1. A 'To' section containing the name of the receiver. For informal memos, the
receiver's given name; e.g. 'To: Andy' is enough. For more formal memos, use the
receiver's full name. If the receiver is in another department, use the full name and
the department name. It is usually not necessary to use Mr., Mrs., Miss or Ms
unless the memo is very formal.

2. A 'From' section containing the name of the sender. For informal memos,
the sender's other name; e.g. 'From: Bill' is enough. For more formal memos, use

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the sender's full name. If the receiver is in another department, use the full name
and the department name. It is usually not necessary to use Mr., Mrs., Miss or Ms
unless the memo is very formal.

3. A 'Date' section. To avoid confusion between the British and American date
systems, write the month as a word or an abbreviation; e.g. 'January' or 'Jan'.

4. A Subject Heading.

5. The message.

Unless the memo is a brief note, a well-organised memo message should contain
the following sections:

a. Situation - an Introduction or the purpose of the memo

b. Problem (optional) - for example: "Since the move to the new office
in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch."

c. Solution (optional) - for example: "Providing a microwave oven in

the pantry would enable staff to bring in their own lunchboxes and reheat their
food."

d. Action - this may be the same as the solution, or be the part of the
solution that the receiver needs to carry out; e.g. "we would appreciate it if you
could authorise up to $3,000"

e. Politeness - to avoid the receiver refusing to take the action you

want, it is important to end with a polite expression; e.g. "Once again, thank you
for your support.", or more informally "Thanks".

6. Signature (This is optional.)

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III. STAGES OF WRITING A MEMO

There are three basic reasons to write a memo:

 to persuade action

 to issue a directive

 to provide a report.

Regardless of your purpose, memos are generally divided into segments in order
to organize the information and to achieve your intention.

 Analyze your audience. Decide to whom you are writing this memo (the
audience) and what the audience’s priorities and concerns are. Establish
why this memo would be important to the reader.
 Write the heading segment. The heading segment should include to whom
the memo is written, who has written the memo, the subject matter (what
the memo is about) and the complete and exact date the memo was written.

A sample heading would look like:

MEMO

To: Name and job title of the recipient

From: Your name and job title
Date: Complete date when the memo was written
Subject: (or RE:) What the memo is about (highlighted in some way)

Note

 Always address readers by their correct name; do not use nicknames.

 Be specific and concise in your subject line.

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 When constructing the heading, be sure to double space between sections

and align the text.

1. Write the opening segment.

 The gist of a memo should occur in the opening
sentences/paragraphs. State the purpose of the memo and identify the
purpose in three parts: the context of the problem, the particular
assignment, and the purpose of the memo. Identify the exact reason for
writing the memo and make it clear to the reader.
 The context is the event, circumstance, or background of the problem
you are solving or the directive you are giving. You can use a paragraph to
establish the background and state the problem or more commonly simply
use the opening of a sentence. Include only what your reader needs and be
sure it is clear.

 In the task statement describe what you are doing to deal with a situation.
If an action was requested, refer to it by a sentence opening like, "You asked that
I look at...." If you want to explain your intentions, you might say, "To determine
the best method of xxx, I will...."

 Finally, the purpose statement of a memo gives your reason for writing it
and forecasts what is in the rest of the memo. You want to come right out and tell
your reader the kind of information that's in store. For example, you might say:
"This memo presents a description of the current situation, some proposed
alternatives, and my recommendations." If you choose to use headings for your
memo segments, you can refer to your major headings in this forecast statement to
provide a guide for your reader.

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a. If you are having trouble describing what you are doing to solve the
problem (the task statement), consider whether you have clarified the situation.
b. Include only as much information as is needed, while still being convincing
that a real problem exists.

Include a summary segment.

If your memo is longer than a page, you may want to include a separate
summary segment. This segment should provide a brief statement of
important suggestions. This will help the reader quickly understand the key
points of the memo. The summary can also include links or references to
methods and sources that you have used in your research on the issue, but
remember to keep it brief.

You can help your reader understand your memo better by using headings for the
summary and the discussion segments that follow it. Try to write headings that
are short but that clarify the content of the segment. For example, instead of

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using "Summary" for your heading, try "New Rat-Part Elimination System,"
which is much more specific. The major headings you choose here are the ones
that will appear in your purpose-statement forecast.

2. Expand in the discussion segment.

In this segment, include all of the details that support your ideas and
recommendations for solving the problem. You may also choose to propose
future problems that may arise and discuss how your recommendations
ensure these problems will not occur.

1. Begin the discussion with the information that is most important. This may
mean that you will start with key findings or recommendations.
2. Start with the most general information and move to specific or supporting
facts. (Be sure to use the same format when including details: strongest -
weakest.)

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3. For easy reading, put important points or details into lists rather than
paragraphs when possible.
4. Be careful to make lists parallel in grammatical form.

3. Finish with a closing segment.

Close the memo with a friendly ending that states what actions you want the
reader to take. Consider the ways that the reader can benefit from the
information in the memo and how these changes will be advantageous.

Be sure to consider how the reader will benefit from the desired actions and how
you can make those actions easier. You might say, "I will be glad to discuss these
recommendations with you later on and follow through on any decisions you
make."

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4. Close with a call to action.

If there is something you want the reader to do by a particular time, say so.

Necessary Attachments

Make sure you document your findings or provide detailed information whenever
necessary. You can do this by attaching lists, graphs, tables, etc. at the end of
your memo. Be sure to refer to your attachments in your memo and add a
notation about what is attached below your closing, like this:

Attached: Several Complaints about Product, January - June 2007

5. Review for spelling, grammar, and content errors.

Pay particular attention to names, dates, or numbers. Be consistent in the type of
language you use.
a. Get personal. Use words like "I," "you," and "we." To initiate action, write
in active voice.

b. Be conversational. Write the way you talk and do not be afraid to use
contractions.
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c. Don't show off. Avoid scholarly words and technical jargon.

d. Avoid "smothered" words: Simple root words with fancy endings tacked
on. Favorites are "tion," "ance," "ent," "ment," "ize," and "ility." Example: Don't
say, "The continuation of our issuance of incentives is dependent upon the
prioritization by employees of company objectives." Instead, say, "If you want to
keep getting incentives, meet company goals."

IV. BASIC FORMATS

Memos can be approached in different ways depending on your purpose:

 Decide if it’s to be persuasive or informative. While many memos are a

combination of the two (“In order to process your claim promptly, please submit
it no later than January 15.”), sometimes memos have to be one or the other for
the reader to take the appropriate action. A persuasive memo engages the
reader’s interest before issuing a directive, where as an informative memo
outlines the facts and then requests the reader’s actions.

 Clearly state the purpose of communication in the subject line. Most

memo formats have the basics of the header, like “to,” “from” and “date” in
place. But you have a responsibility to make the subject line as descriptive as
possible so the reader understands the intent. A memo simply titled “Vacation
Time” might appear to be good news – until the document explains that vacation
time won’t be granted unless first requested in writing. Thus, a better memo title
might be “New Vacation Time Request Policy".

 Write memos with purpose and make that purpose known in the first
paragraph. Needless memo writing should be a crime across all states. One way
to make sure no one reads or heeds memos is to send them out for the slightest
issue. Try to avoid doing this. Also, outline the purpose and the desired action in
the memo’s first paragraph. Readers will become conditioned to the importance of
a memo and gain that knowledge as soon as they open it.
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 K.I.S.S. – Keep It Simple, Silly. Most memo formats accommodate one

page of information. This means that the topic details should be concise, with
clear directives and contacts for follow-up. If it’s a complex topic extending into
multiple pages, still keep the language as direct as possible, add headings or
bullets to guide the reader and conclude with a summary paragraph of key points.
Reinforce the reader’s necessary action. At the end of the memo, specifically
direct the reader to the desired action.

 Effective business communication improves workflow and relationships.

Use the tools of memo formats and well-constructed information to your
advantage.

V. TIPS

 Keep paragraphs short. Limit each paragraph to five lines or less.

 Write short headings that clarify the content of each category. For example,
instead of stating "opening," write "Ant problem in the office." Be specific and
brief in every heading so that the basic point of your memo is apparent to the reader
right away.

 Don't give too many whys. It's important to explain why you want
something done, but don't overdo it.

 Feel free to include lists, charts, and graphs at the end of the memo to help
the reader better understand the topic. Make sure to add a notation of how the
attachments are relevant.

 Include only as much information as necessary for the reader; be concise

but convincing that the problem or issue does exist and needs to be assessed.

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Examples

Persuasive Memorandum

MEMO

To: Mary McGee, Alistair Warwranka, George Lipton

From: Dorothy Barrie , Office Manager
Date: June 1, 2013
Subject: Need for New Memo Format

I’ve noticed that we don’t seem to be able to communicate important changes,

requirements and progress reports throughout the company as effectively as we
should. I propose developing one consistent memo format, recognizable by all
staff as the official means of communicating company directives.

While I know this seems like a simple solution, I believe it will cut down on
needless e-mail, improve universal communication and allow the staff to save
necessary information for later referral.

Please talk among yourselves to determine the proper points of memo writing
and return the input to me by 12 noon. I will then send out a notice to the entire
staff regarding the new memo format.

Thank you for your prompt attention to this.

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Directive Memo

MEMO

To: All Staff

From: Dorothy Barrie , Office Manager
Date: June 1, 2013
Re: New Memo Format Effective

In order to make interoffice communications easier, please adhere to the

following guidelines for writing effective memos:

 Clearly state the purpose of the memo in the subject line and in the first
paragraph.

 Keep language professional, simple and polite.

 Use short sentences.

 Use bullets if a lot of information is conveyed.

 Proofread before sending.

 Address the memo to the person(s) who will take action on the subject, and
CC those who need to know about the action.

 Attach additional information: don’t place it in the body of the memo if

possible.

 Please put this format into practice immediately. We appreciate your

assistance in developing clear communications.

 If you have any questions, please do not hesitate to call me. Thank you.

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Questions for discussion:

1. What should be kept in mind when writing a memo?
2. What are the tips to write an appropriate memo?
3. What are the differences and similarities between a memo and a letter?

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LESSON 8 : MEMOS IN PRACTICE

Aims and objectives

- Write a memo in various situations.

- Use the language in a memo appropriately.

Practice 1

You work in the Accounts Department of Commercial Paints Ltd. You have
noticed that the expenses of the Sales staff have increased considerably over the
last3 months. The amounts claimed are more than the agreed rates for such items
as hotel accommodation, meals with clients, car mileage, etc. Two members of
the team have claimed for such items as newspapers, room service meals, and
regular use of hotel mini-bars.

Write a memo of between 150-200 words to the Sales Manager, Rudolf Weller.
Say why you are worried and remind him of the company limits on expenses. Ask
him to speak to his team and let you know what actions he has taken.

You may make up any details you think are necessary.

Lay out your answer as a memo in the space below.

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Practice 2

You are John Horton, Office Manager at the head office of Fabrice insurance
company. You want to tell the staff the use of passwords with the Company’s
computers. You know that almost everyone working here has at least one
password which allows them access to one or several computer systems. Some
people are very careless with them.

You can use a set of notes to help you write a memo to the staff.

- Change password often.

- Don’t use obvious ones: car registration, family names…..

- Change password if they think it is known ( if they don’t know how to do this
… see Ruth Leigh)

- Do not program them into keyboard function keys.

- Any unauthorized transactions because of staff carelessness are the

responsibility of that member of staff

- Be careful if they need to write down their password.

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Practice 3

You are James Saunders, Office Manager. You have an appointment with Richard
Hearsey, Head of Personnel, who is based at the Worthing branch. The meeting
was for 1.00 pm at the Grosvenor Restaurant, Hove. However, you have to go out
to an important meeting and will be about an hour late for the appointment.

Write a memo to Richard Hearsey to tell him of the change in plans, using the
notes below.

"Apologise to him ... tell him that it is still very important to meet ... need to know
all the details ……. about next year's staffing for the forward planning.

If he cannot make the new time, ask him to telephone (give the name of the person
to contact)."

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Practice 4

You work as the Assistant Manager of Swan Glassware plc. The Regional
Director has telephoned to say that she will be visiting your factory in a week’s
time. She hopes to tour the factory, talk to the workers and have lunch in the
canteen. In the afternoon she will talk to the workforce for an hour and answer
their questions.

Write a memo of about 150-200 words to all Heads of Department. Give brief
details of the intended visit, and arrange a meeting with them before the visit to
discuss their preparations, and what you expect of them in order to create a good
impression with the Regional Director. Ask them to send any ideas to you some
time before the meeting.

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Practice 5

You work in the Accounts Department of Commercial Paints Ltd. You have noticed
that the expenses of the Sales staff have increased considerably over the last 3
months. The amounts claimed are more than the agreed rates for such items as
hotel accommodation, meals with clients, car mileage, etc. Two members of the
team have claimed for such items as newspapers, room service meals, and regular
use of hotel mini-bars.
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Write a memo of between 150-200 words to the Sales Manager, Rudolf Weller.
Say why you are worried and remind him of the company limits on expenses. Ask
him to speak to his team and let you know what actions he has taken.

You may make up any details you think are necessary.

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P/s: Lesson 7, 8 này có nội dung trong Lesson 3 học liệu điện tử.

Chúc Anh/Chị học tập tốt!

See you again!

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