Presentation on Memo
By: Shakir Hussain Memon
Memo Definition
• A memo is a document typically used for
communication within a company.
• Memos can be as formal as a business letter
and used to present a report.
Purpose of a Memo
• Usually you write memos to inform readers of
specific information.
• You might also write a memo to persuade
others to take action, give feedback on an
issue, or react to a situation. However, most
memos communicate basic information, such
as meeting times or due dates.
Types of Memo
• There are many types of memos which of the
are following.
Directive memo
Trip report memo
Response memo
Field report memo
Directive memo
• A directive memo states a policy or procedure
you want the reader or co-worker to follow.
Example of directive memo
TO: Design Team #362
FROM: W.B. Working
DATE: May 27, 1997
SUBJECT: Project Schedule
As a result of yesterday's meeting, I suggest we follow the project schedule listed below. Remember, we
must submit a Proposal by noon on July 2.
Schedule
Task Completion Date
• Divide research into groups
and compile information June 6
•
• Review designs from Kate and Bill. June11
• Write Proposal June 23
• Review Proposal June 26
• Submit Proposal for printing June 27
Trip Report Memo
• A trip report memo is usually sent to a
supervisor after an employee returns from a
business venture. The structure is listed
below:
• purpose statement
• summary
• discussion
• action
Example of trip memo
TO: Design Team #362
FROM: W.B. Working
DATE: June 27, 1997
SUBJECT: Weekly Meeting
This memo presents my impressions
Purpose:
of the meeting last week.
In general, I felt that the meeting
Summary: went well and much progress was
made.
Barb and Jeff were able to make
progress on the graphics and should
Discussion: have them finished next week.
Kyle and Sandy are on Chapter 2 of
the user manual.
Kyle will meet with Jeff to see how
Recommendation: they want the graphics integrated
into the text.
Response memo
• The purpose of this memo is to provide the
audience with desired information. It usually
has four parts:
• purpose statement
• summary
• discussion
• action
Example of Response Memo
TO : Design Team #362
FROM: W.B. Working
DATE : May 27, 1997
SUBJECT : Project Schedule
Purpose : This memo responds to your request that the weekly meeting be
moved from 9am to 10am.
Summary: This request is satisfactory as long as it is approved by
management.
Discussion: Management usually has no problem with the individual time
changes in meetings, as long as meeting minutes are turned in by noon to
Cathy.
Action : I have asked Cathy if she thinks this would be a problem and she
said no, so all we need to do now is get approval from Steve.
Field report memo
• Memos are often used to report on inspection and
procedures. These memos, known as field or lab reports,
include the problem, methods, results, and conclusions, but
spend less time on the methods section.
• A field or lab report memo has the following structure:
• purpose of memo
• summary
• problem leading to the decision to perform the procedure
• methods
• results
• conclusions
• recommendations
Example of field report memo
TO: Dean of Journalism
FROM: Steve Nash
DATE: June 27, 1999
SUBJECT: Computer Lab
Purpose: This memo presents my the findings of my visit to the computer lab at Clark C252.
Summary: In general, I felt that the lab needs much new equipment and renovation.
Problem : The inspection was designed to determine if the present equipment was adequate to
provide graduate students with the technology needed to perform the tasks expected of
them by their professors and thesis research.
Methods : I ran a series of tasks on SPSS and WordPerfect and recorded memory capacity and
processing time for each task.
Results : The inspection found that the hardware used to run the computers is outdated and that
the computers itself are very slow.
Conclusions : This lab is inadequate for the everyday needs of graduate students in this
department.
Recommendations : Four new computers running on Windows98 and a processing speed of at
least 233mhz should be purchased immediately.
Some Business Memo Types
• Operational Memos
• Environmental Memos
• Form Memos
• Dress code Memos
• Financial Memos
• Cover Memos
