![]() Using a highly formal writing style for such a memo might achieve quite the opposite and inadvertently suggest that the company party might feel like another day at the office. For example, if you were writing a memo to your direct reports inviting them and their families to the company party to be held at the local zoo, you would want to use a more informal writing style. Still, if you are working closely with outside clients for a length of time, a memo may be more appropriate.īefore breaking down the formatting expectations for a memo, let’s consider some tips that will serve you well as you enter the business arena.ĭepending upon your audience, the tone of your memo can vary widely. Typically, memos are used for internal communications and business letters are used for contacts outside of the organization. They may be delivered via email or sent through inter-office mail, but regardless of the form, the memorandum (aka “memo”) will always follow a formal organizational pattern. ![]() Thank you.Memos are meant to be brief, clarifying, single-subject documents. Looking forward to your active participation. We will be meeting their representatives today at 6:00PM in Meeting Room-1. We are planning to hire their services for the purpose of interior decoration of our office premises. Hasta La Vista is a Hyderabad-based interior décor organization and it is one of the fastest growing firms in the business. The decision taken at the end of that meeting was to contact an interior décor firm. Subject: Meeting with Hasta La Vista today at 6:00PM in Meeting Room- 1Īs per our earlier discussion dated, we were planning to renovate the interior of our office. Summary − Meeting representatives of Hasta La Vista for the purpose of interior decoration of our office premises. Writer’s initials − A memo is completed by the writer’s initials, not his/her signature, immediately after the last sentence. However, if one of the individuals clearly outranks the others, place that name first. In the case of good news, bad news, refusal, rejection or approval, a short message is mentioned here before providing the details in the Discussion Section.ĭiscussion − Details of the problem, the approach to solving it, analysis, evaluation, and recommendations are mentioned here.Ĭonclusion − Rounds up the main points and provides necessary action and directions for the readers.ĭistribution list − Names on the distribution list are usually typed in alphabetical order. Introduction − States the memo’s purpose and scope. Message − This section contains Introduction, Discussion (contains 2-3 middle paragraphs mentioning the details), and a Conclusion. Subject − Mention the topic in a few words (5-6) but it should clearly state the purpose. It negates complimentary closes like ‘With Regards’.ĭate − Mentioning the date helps in tracking the memo. For example - To: Refer Distribution List on page 14.įrom − The name and designation of the sender is mentioned here. If the number of readers exceed five, mention them at the end of the memo under ‘Distribution List’ and refer to it on the ‘To’ line. The ‘To’ line negates salutation usages like ‘Dear’. To − Reader’s full name (include honorary titles, but keep generic titles like ‘Mr.’, ‘Ms.’ out. It should not contain jargon or highly technical language. Summary − placed at the beginning of the memo, should condense the subject to five or ten lines. ![]() Format of a MemoĪ memo normally includes the following elements −Īttachments − documents attached to the memo for reference. It also helps in conveying information, presenting an informal report, and proposing a solution to a problem.Ī business memo is appropriate to use when making company announcements such as employee appointments, promotions and changes in company policies. The primary purpose of writing a memo is to support decision-making by documenting a reference for future use.
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